Questionnaire

Data verification and system assessment

Data Quality Review

Data Collection Tools

© World Health Organization 2020

All rights reserved. This is a working document and should not be quoted, reproduced, translated or adapted, in part or in whole, in any form or by any means.

Data Quality Review | Data Collection Tools

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Contents

Contents ................................................................................................................................................ 1

Introduction ........................................................................................................................................... 3

Facility Level Data Verification and System Assessment Tool ................................................................... 5

Facility reporting data verification tool ................................................................................................ 6 Facility level systems assessment tool ................................................................................................ 20

District Level Data Verification and System Assessment Tool ................................................................. 23

District reporting data verification tool .............................................................................................. 24

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Introduction

This toolkit contains data collection tools for assessing data quality at the facility and district levels and tools for assessing the data system that affect the quality of data. As these questions are to be administered to a sample of health facilities, it is recommended they be administered with a broader health facility survey such as the Service Availability and Readiness Assessment (SARA). The modules include:

1. Facility level data verification tool2. Facility level system assessment tool3. District level data verification tool4. District level system assessment tool

Facility level data verification tool

The facility reporting data verification tool is a questionnaire used to verify the availability of specific services provided at the facility level followed by verification of source documents and reports. The tool further probes into listing out the discrepancies observed, if any. The questionnaire includes the following core recommended indicators:

• Maternal health: Antenatal care first visit• Immunization: Pentavalent/DTP third doses in children under one year• HIV indicators: ART coverage• Tuberculosis: TB cases• Malaria: Confirmed malaria cases

Facility level system assessment tool

The system assessment tool examines attributes that affect system functioning at the facility level and includes:

• Availability of trained staff• Availability of guidelines• Stock-outs• Supervision and feedback• Analysis and use of data

The district level data verification tool compares the quantities reported at the district level of the same indicators examined at the facility level. It includes the following sections:

• Data verification• Re-aggregation of health facility monthly report values• Examination of data discrepancies

District level system assessment tool

This questionnaire examines system attributes that can affect data quality at the district level. The questionnaire includes sections on:

• Availability of trained staff• Availability of guidelines• Stock-outs• Supervision and feedback• Analysis and use of data

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Facility Level Data Verification and

System Assessment Tool

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Number Question Result Skip

FACILITY REPORTING DATA VERIFICATION TOOL

INTERVIEWER VISITS

DV_001 Facility number

DV_002 Is this a supervisor validation check of a facility? DATA COLLECTION FOR FACILITY ASSESSMENT ..... 1

SUPERVISOR VALIDATION ...................................... 2

Date

Interviewer Name

1

_______________

_______________

2

_________________

_________________

3

_______________

_______________

FINAL VISIT

DAY

MONTH

YEAR

INT. NUMBER

FACILITY IDENTIFICATION

DV_003 Name of facility

____________________________________

DV_004 Location of facility

(Town/City/Village) ____________________________________

DV_005 Region/Province (name and code)

___________________________________

DV_006 District (name and code)

___________________________________

DV_007 Type of facility NATIONAL REFERRAL HOSPITAL ............................. 1

DISTRICT/PROVINCIAL HOSPITAL ........................... 2

HEALTH CENTRE/CLINIC ......................................... 3

HEALTH POST .......................................................... 4

MATERNAL/CHILD HEALTH CLINIC ......................... 5

OTHER (SPECIFY) _____________________________________ 96

DV_008 Managing authority GOVERNMENT/PUBLIC ........................................... 1

NGO/NOT-FOR-PROFIT ........................................... 2

PRIVATE-FOR-PROFIT.............................................. 3

MISSION/FAITH-BASED ........................................... 4

OTHER (SPECIFY) _____________________________________ 96

DV_009 Urban/rural URBAN .................................................................... 1

RURAL ..................................................................... 2

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GEOGRAPHIC COORDINATES

COLLECT GEOGRAPHIC COORDINATES INFORMATION FOLLOWING THE INSTRUCTIONS.

SET DEFAULT SETTINGS FOR GPS:

1. SET COORDINATE FORMAT TO DECIMAL DEGREES (HDDD.DDDDD)

2. SET “DATUM” TO WGS84

3. SET “UNITS” TO METRIC, “NORTH REF” TO MAGNETIC AND “ANGLE” TO DEGREE

MOVE TO MAIN ENTRANCE OF THE BUILDING. STAND WITHIN 30 METERS OF DOOR WHERE ENTRANCE IS IN PLAIN VIEW TO THE SKY.

1. TURN GPS RECEIVER ON AND WAIT UNTIL SATELLITE PAGE INDICATES "READY TO NAVIGATE" AND ACCURACY IS AT A RECOMMANDED LEVEL

2. GO TO THE “MENU” PAGE AND SELECT "MARK"

3. HIGHLIGHT THE WAYPOINT NUMBER AND PRESS "ENTER"

4. ENTER FACILITY CODE AND PRESS “ENTER” TO GO BACK TO THE “MARK” PAGE

5. HIGHLIGHT "OK" AND PRESS "ENTER" TO REGISTER THE WAYPOINT

6. GO TO THE MENU PAGE, HIGHLIGHT "WAYPOINT" AND PRESS "ENTER"

7. HIGHLIGHT THE WAYPOINT AND PRESS “ENTER” TO OPEN ITS DETAILED INFORMATION

8. COPY INFORMATION FROM WAYPOINT LIST PAGE IN THE FORM BELOW

BE SURE TO COPY THE WAYPOINT NAME (FACILITY NUMBER) FROM THE WAYPOINT LIST PAGE TO VERIFY THAT YOU ARE ENTERING THE CORRECT WAYPOINT INFORMATION ON THE DATA FORM

DV_011

Waypoint name

(Facility number)

DV_012

Altitude

Meters

DV_013 Latitude

N/S……………… a

DEGREES/DEC b .

DV_014

Longitude

E/W……………… a

DEGREES/DEC b .

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GENERAL INFORMATION

FACILITY NUMBER INTERVIEWER CODE

FIND THE MANAGER, THE PERSON IN-CHARGE OF THE FACILITY, OR MOST SENIOR HEALTH WORKER RESPONSIBLE FOR OUTPATIENT SERVICES WHO IS PRESENT AT THE FACILITY. READ THE FOLLOWING GREETING:

Good day! My name is _____________________. We are here on behalf of [IMPLEMENTING AGENCY] conducting a survey of health facilities to assist the government in knowing more about health services in [COUNTRY].

Now I will read a statement explaining the study.

Your facility was selected to participate in this study. We will be asking you questions about various health services and reporting of those services. Information about your facility may be used by the [MOH], organizations supporting services in your facility, and researchers, for planning service improvement or for conducting further studies of health services.

Neither your name nor that of any other health worker respondents participating in this study will be included in the dataset or in any report; however, there is a small chance that any of these respondents may be identified later. Still, we are asking for your help to ensure that the information we collect is accurate.

You may refuse to answer any question or choose to stop the interview at any time. However, we hope you will answer the questions, which will benefit the services you provide and the nation.

If there are questions for which someone else is the most appropriate person to provide the information, we would appreciate if you introduce us to that person to help us collect that information.

At this point, do you have any questions about the study? Do I have your agreement to proceed?

___________________________________________________ 2 0 1

INTERVIEWER'S SIGNATURE INDICATING CONSENT OBTAINED DAY MONTH YEAR

DV_015 May I begin the interview? YES ........................................................... 1

NO ............................................................ 2 ➔DV_700

DV_016 INTERVIEW START TIME (use the 24 hour-clock system)

:

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MATERNAL HEALTH INDICATOR

ANTENATAL CARE FIRST VISIT (ANC1)

DV_100 Does this facility provide antenatal care services?

YES ........................................................... 1

NO ............................................................ 2

➔DV_200

DV_101 Does this facility report ANC data to a reporting system?

YES ........................................................... 1

NO ............................................................ 2

➔DV_200

SOURCE DOCUMENTS AND REPORTS

DV_102 What is the source document used by this facility for monthly reporting of antenatal care services? We are primarily interested in the main document that is used for compiling the total number of ANC1 visits seen at this facility. Please report if any improvised documents are used.

ANC REGISTER OR INTEGRATED ANC REGISTER ................................................. 1

TALLY SHEETS .......................................... 2

PATIENT CARDS ....................................... 3

OTHER (SPECIFY) _______________________________96

BASED ON RESPONSE TO QUESTION DV_102, PLEASE ASK THE PERSON IN THE FACILITY WHO REGULARLY PREPARES THE FACILITY MONTHLY REPORTS TO PROVIDE YOU WITH THE SOURCE DOCUMENT USED TO COMPILE AND SUMMARIZE INFORMATION FOR MONTHLY REPORTING (i.e. REGISTERS, TALLY SHEETS, ETC.) AS WELL AS THE MONTHLY REPORTS FOR MONTH1, MONTH2, AND MONTH3 FOR ANC.

REVIEW SOURCE DOCUMENT FOR ANC1 AND ANSWER THE FOLLOWING QUESTIONS

DV_103 Please confirm the availability of the main source document used for reporting of ANC visits for Month1 to Month3. If available and information on ANC visits is recorded, please recount the number of ANC1 visits for Month1 to Month3.

(A) SOURCE DOCUMENT AVAILABLE (B) RECOUNT NUMBER OF ANC1

IN SOURCE DOCUMENT

YES, SOURCE DOCUMENT AVAILABLE

WITH INFORMATION RECORDED FOR ANC

VISITS*

NO, SOURCE DOCUMENT NOT AVAILABLE OR INFORMATION ON ANC VISITS NOT RECORDED

01 Month1 1 → B

2

02

02 Month2 1 → B 2

03

03 Month3 1 → B 2

DV_104

*Even if information is only partially filled (for example for a few days in the month, you would answer YES

REVIEW MONTHLY REPORT FOR ANC1 AND ANSWER THE FOLLOWING QUESTIONS

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DV_104 Please confirm the availability of the monthly report form in which antenatal care visits are recorded and sent to the district or next level administrative unit for Month1 to Month3. If available, please record the number of ANC1 visits entered in the monthly report form for Month1 to Month3.

(A) MONTHLY REPORT AVAILABLE (B) RECORD NUMBER OF

ANC1 IN MONTHLY

REPORT

YES, MONTHLY REPORT AVAILABLE

WITH INFORMATION RECORDED FOR

ANC VISITS

YES, MONTHLY REPORT

AVAILABLE BUT INFORMATION ON ANC VISITS

NOT RECORDED

NO, MONTHLY

REPORT NOT AVAILABLE

01 Month1 1 → B 2

02

3

02

02 Month2 1 → B 2

03

3

03

03 Month3 1 → B 2

DV_105

3

DV_105

DISCREPANCIES

DV_105 If there is a discrepancy between the source document data and the monthly report data, ask your informant why.

CIRCLE ALL ANSWERS THAT APPLY.

NO DISCREPANCY .................................... A ARITHEMATIC ERRORS ............................ B TRANSCRIPTION ERRORS ......................... C SOME DOCUMENTS WERE MISSING WHEN THE REPORT WAS PREPARED ....... D SOME DOCUMENTS ARE NOW MISSING.. E OTHER (SPECIFY) ....................................... Y __________________________________

DV_106

For any instance where no monthly report can be found, ask the informant why there is no report.

CIRCLE ALL ANSWERS THAT APPLY.

ALL 3 MONTHLY REPORTS ARE AVAILABLE ................................................................. A THE REPORT WAS SUBMITTED BUT THE COPY CANNOT NOW BE FOUND ............. B NO TRAINED STAFF ARE AVAILABLE TO REPORT .............................................. C NO REPORTING FORM WAS AVAILABLE .. D WE DON’T HAVE TIME TO REPORT.......... E THE FACILITY WAS NOT OPERATING DURING 1 OR MORE OF THE MONTHS .... F OTHER (SPECIFY) ...................................... Y __________________________________

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IMMUNIZATION INDICATOR

PENTAVALENT/DTP THIRD DOSE (PENTA/DTP) IN CHILDREN UNDER 1 YEAR

DV_200 Does this facility provide immunization services?

YES ........................................................... 1

NO ............................................................ 2

➔DV_300

DV_201 Does this facility report immunization data to a reporting system?

YES ........................................................... 1

NO ............................................................ 2

➔DV_300

SOURCE DOCUMENTS AND REPORTS

DV_202 What is the source document used by this facility for monthly reporting of DTP (Penta)? We are primarily interested in the main document that is used for compiling monthly summary statistics for DTP (Penta). Please report if any improvised documents are used.

CHILD REGISTER OR CHILD IMMUNIZATION REGISTER ...................... 1

IMMUNIZATION TALLY SHEETS ............... 2

CHILD HEALTH/IMMUNIZATION CARDS .. 3

OTHER (SPECIFY) ________________________________ 96

BASED ON RESPONSE TO QUESTION DV_202, PLEASE ASK THE PERSON IN THE FACILITY WHO REGULARLY PREPARES THE FACILITY MONTHLY REPORTS TO PROVIDE YOU WITH THE SOURCE DOCUMENT USED TO COMPILE AND SUMMARIZE INFORMATION FOR MONTHLY REPORTING (i.e. REGISTERS, TALLY SHEETS, ETC.) AS WELL AS THE MONTHLY REPORTS FOR MONTH1, MONTH2, AND MONTH3 FOR DTP (PENTA).

REVIEW SOURCE DOCUMENTS FOR DTP3 (PENTA3) AND ANSWER THE FOLLOWING QUESTIONS

DV_203 Please confirm the availability of the main source document used for reporting of DTP3/Penta3 for Month1 to Month 3 . If available and information on DTP3/Penta3 for children under 1 is recorded, please recount the number of DTP3/Penta3 visits for children under 1for Month1 to Month3.

(A) SOURCE DOCUMENT AVAILABLE (B) RECOUNT NUMBER OF

DTP3/Penta3 FOR CHILDREN UNDER 1

IN SOURCE DOCUMENT

YES, SOURCE DOCUMENT AVAILABLE WITH

INFORMATION RECORDED FOR

DTP3/Penta3*

NO, SOURCE DOCUMENT NOT

AVAILABLE OR INFORMATION ON

DTP3/Penta3 NOT

RECORDED

01 Month1 1 → B 2

02

02 Month2 1 → B 2

03

03 Month3 1 → B 2

DV_204

*Even if information is only partially filled (for example for a few days in the month, you would answer YES

REVIEW MONTLHY REPORTS FOR DTP3 (PENTA3) AND ANSWER THE FOLLOWING QUESTIONS

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DV_204 Please confirm the availability of the monthly report form in which DTP3/Penta3 are recorded and sent to the district or next level administrative unit for Month1 to Month3. If available, please record the number of DTP3/PENTA3 for children under 1 entered in the monthly report form for Month1 to Month3.

(A) MONTHLY REPORT AVAILABLE (B) RECORD NUMBER OF

DTP3/PENTA3 FOR CHILDREN

UNDER 1 IN MONTHLY

REPORT

YES, MONTHLY REPORT AVAILABLE

WITH INFORMATION RECORDED FOR

DTP3/PENTA3

YES, MONTHLY REPORT

AVAILABLE BUT INFORMATION

ON

DTP3/PENTA3 NOT RECORDED

NO, MONTHLY

REPORT NOT AVAILABLE

01 Month1 1 → B 2

02

3

02

02 Month2 1 → B 2

03

3

03

03 Month3 1 → B 2

DV_205

3

DV_205

DISCREPANCIES

DV_205 If there is a discrepancy between the source document data and the monthly report data, ask your informant why.

CIRCLE ALL ANSWERS THAT APPLY.

NO DISCREPANCY .................................... A ARITHEMATIC ERRORS ............................ B TRANSCRIPTION ERRORS ......................... C SOME DOCUMENTS WERE MISSING WHEN THE REPORT WAS PREPARED ....... D SOME DOCUMENTS ARE NOW MISSING .. E IMMUNIZATIONS OF CHILDREN 12 MONTHS OR OLDER WERE CONFUSED WITH IMMUNIZATIONS OF CHILDREN UNDER 1 YEAR .......................................... F OTHER (SPECIFY) ....................................... Y __________________________________

DV_206

For any instance where no monthly report can be found, ask the informant why there is no report.

CIRCLE ALL ANSWERS THAT APPLY.

ALL 3 MONTHLY REPORTS ARE AVAILABLE ................................................................. A THE REPORT WAS SUBMITTED BUT THE COPY CANNOT NOW BE FOUND ............. B NO TRAINED STAFF ARE AVAILABLE TO REPORT .............................................. C NO REPORTING FORM WAS AVAILABLE .. D WE DON’T HAVE TIME TO REPORT.......... E THE FACILITY WAS NOT OPERATING DURING 1 OR MORE OF THE MONTHS .... F OTHER (SPECIFY) ...................................... Y __________________________________

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HIV INDICATOR

PATIENTS CURRENTLY ON ART

DV_300 Does this facility provide ART?

YES ........................................................... 1

NO ............................................................ 2

➔DV_400

DV_301 Does this facility report the number of patients on ART to a reporting system?

YES ........................................................... 1

NO ............................................................ 2

➔DV_400

SOURCE DOCUMENTS AND REPORTS

DV_302 What is the source document used by this facility for monthly reporting of number of patients on ART? We are primarily interested in the main document that is used for compiling the total number of patients on ART seen at this facility. Please report if any improvised documents are used.

PRE-ART REGISTER ................................... 1

ART TALLY SHEET ..................................... 2

PATIENT CARDS ....................................... 3

ART REGISTER .......................................... 4

OTHER (SPECIFY) ________________________________ 96

BASED ON RESPONSE TO QUESTION DV_302, PLEASE ASK THE PERSON IN THE FACILITY WHO REGULARLY PREPARES THE FACILITY MONTHLY REPORTS TO PROVIDE YOU WITH THE SOURCE DOCUMENT USED TO COMPILE AND SUMMARIZE INFORMATION FOR MONTHLY REPORTING (i.e. REGISTERS, TALLY SHEETS, ETC.) AS WELL AS THE MONTHLY REPORTS FOR MONTH1, MONTH2, AND MONTH3 FOR ART RECORDED IN THE FACILITY.

REVIEW SOURCE DOCUMENT FOR ART AND ANSWER THE FOLLOWING QUESTIONS

DV_303 Please confirm the availability of the main source document used for reporting of the number of PATIENTS ON ART for Month1 to Month3. If available and information on PATIENTS ON ART is recorded, please recount the number of PATIENTS ON ART for Month1 to Month3.

YES, SOURCE DOCUMENT AVAILABLE WITH

INFORMATION RECORDED FOR PATIENTS ON ART* NO, SOURCE

DOCUMENT NOT AVAILABLE OR INFORMATION

ON PATIENTS ON ART NOT

RECORDED

YES, SOURCE DOCUMENT AVAILABLE WITH

INFORMATION RECORDED FOR PATIENTS

ON ART *

NO, SOURCE DOCUMENT NOT AVAILABLE OR INFORMATION ON

PATIENTS ON ART NOT RECORDED

01 Month1 1 → B 2

02

02 Month2 1 → B 2

03

03 Month3 1 → B 2

DV_304

*Even if information is only partially filled (for example for a few days in the month, you would answer YES

REVIEW MONTHLY REPORT FOR ART AND ANSWER THE FOLLOWING QUESTIONS

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DV_304 Please confirm the availability of the monthly report form in which patients on ART are recorded and sent to the district or next level administrative unit for Month1 to Month3. If available, please record the number of patients on ART entered in the monthly report form for Month1 to Month3.

(A) MONTHLY REPORT AVAILABLE (B) RECORD NUMBER OF PATIENTS ON

ART IN MONTHLY

REPORT

YES, MONTHLY REPORT AVAILABLE

WITH INFORMATION RECORDED FOR

PATIENTS ON ART

YES, MONTHLY REPORT

AVAILABLE BUT INFORMATION

ON PATIENTS ON ART NOT

RECORDED

NO, MONTHLY

REPORT NOT AVAILABLE

01 Month1 1 → B 2

02

3

02

02 Month2 1 → B 2

03

3

03

03 Month3 1 → B 2

DV_305

3

DV_305

DISCREPANCIES

DV_305 If there is a discrepancy between the source document data and the monthly report data, ask your informant why.

CIRCLE ALL ANSWERS THAT APPLY.

NO DISCREPANCY .................................... A ARITHEMATIC ERRORS ............................ B TRANSCRIPTION ERRORS ......................... C SOME DOCUMENTS WERE MISSING WHEN THE REPORT WAS PREPARED ....... D SOME DOCUMENTS ARE NOW MISSING.. E OTHER (SPECIFY) ....................................... Y __________________________________

DV_306

For any instance where no monthly report can be found, ask the informant why there is no report.

CIRCLE ALL ANSWERS THAT APPLY.

ALL 3 MONTHLY REPORTS ARE AVAILABLE ................................................................. A THE REPORT WAS SUBMITTED BUT THE COPY CANNOT NOW BE FOUND ............. B NO TRAINED STAFF ARE AVAILABLE TO REPORT .............................................. C NO REPORTING FORM WAS AVAILABLE .. D WE DON’T HAVE TIME TO REPORT.......... E THE FACILITY WAS NOT OPERATING DURING 1 OR MORE OF THE MONTHS .... F OTHER (SPECIFY) ...................................... Y __________________________________

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TB INDICATOR

TB CASES

DV_400 Does this facility provide TB diagnosis and/or treatment?

YES ........................................................... 1

NO ............................................................ 2

➔DV_500

DV_401 Does this facility report the total number of TB cases (all types) to a reporting system?

YES ........................................................... 1

NO ............................................................ 2

➔DV_500

SOURCE DOCUMENTS AND REPORTS (NOTIFIED TB CASES)

DV_402 What is the source document used by this facility for quarterly reporting of notified TB cases? We are primarily interested in the main document that is used for compiling quarterly summary statistics for total number of TB cases (all types). Please report if any improvised documents are used.

Note: If multi-documents are used, please indicate what is the summary document used (compiling all the information) as source document for reporting

TB REGISTER ............................................ 1

PRESUMPTIVE TB REGISTER .................... 2

PATIENT CARDS ....................................... 3

TB LABORATORY REGISTER ...................... 4

OUTPATIENT REGISTER ............................ 5

ELECTRONIC PATIENT RECORD SYSTEM .. 6

OTHER (SPECIFY) ________________________________ 96

BASED ON RESPONSE TO QUESTION DV_402, PLEASE ASK THE PERSON IN THE FACILITY WHO REGULARLY PREPARES THE FACILITY MONTHLY REPORTS TO PROVIDE YOU WITH THE SOURCE DOCUMENT USED TO COMPILE AND SUMMARIZE INFORMATION FOR MONTHLY/QUARTERLY REPORTING (i.e. REGISTERS, TALLY SHEETS, ETC.) AS WELL AS THE MONTHLY OR QUARTERLY REPORTS FOR TOTAL NUMBER OF TB CASES (ALL TYPES).

REVIEW SOURCE DOCUMENT FOR TB CASES AND ANSWER THE FOLLOWING QUESTIONS

DV_403 Please confirm the availability of the main source document used for reporting of notified cases of TB for the quarter (Month1 to Month3). If available and information on notified cases is recorded, please recount and record the number of notified cases of TB for the quarter (Month1 to Month3).

(A) SOURCE DOCUMENT AVAILABLE (B) RECOUNT NUMBER OF

NOTIFIED CASES OF TB IN SOURCE

DOCUMENT

YES, SOURCE DOCUMENT AVAILABLE WITH

INFORMATION RECORDED FOR NOTIFIED CASES OF

TB*

NO, SOURCE DOCUMENT NOT AVAILABLE OR INFORMATION ON

NOTIFIED CASES OFTB NOT RECORDED

01 Quarter (Month 1 to Month 3) 1 → B 2

DV_407

A=

*Even if information is only partially filled (for example for a few days in the month, you would answer YES

DV_404 From the main TB source document, count the total number of TB cases that were transferred in for the verification period (MONTH 1 to MONTH 3). Please record the total number for the quarter. IF THE TB REGISTER IS NOT AVAILABLE, RECORD “9997”.

B =

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DV_405 CALCULATE C: TOTAL NUMBER OF TB CASES FROM THE TB SOURCE DOCUMENT MINUS THE TRANSFERRED-IN CASES (TRANSFERRED-IN CASES ARE NOT INCLUDED IN THE RECEIVING UNIT’S CASE REGISTRATIONS). IF THE TB REGISTER IS NOT AVAILABLE, ASSUME B = 0.

TB CASES THAT SHOULD BE REPORTED

C = A – B =

DV_406 MISSING DATA: ASK TO SEE THE TB REGISTER

Count the number of cases in the quarter (MONTH 1 to MONTH 3) with missing information for each of the following columns in the unit TB register.

NUMBER OF CASES (ROWS) WITH MISSING DATA

If N/A, please use 9999

01 Year of registration

02 Sex

03 Age

04 Disease classification/Anatomical site of disease

05 Type of patient /History of previous TB treatment/Patient registration group

06 Bacteriological results

07 Number of cases missing data in at least 1 of the 6 columns listed above

REVIEW MONTHLY REPORT FOR TB CASES AND ANSWER THE FOLLOWING QUESTIONS

DV_407 Please confirm the availability of the monthly report form in which notified cases of TB are recorded and sent to the district or next level administrative unit for Month1 to Month3. If available, please record the number of notified cases of TB entered in the quarterly report form for Month1 to Month3.

(A) QUARTERLY REPORT AVAILABLE (B) RECORD NUMBER OF

NOTIFIED CASES OF TB IN

QUARTERLY REPORT

YES, MONTHLY REPORT AVAILABLE

WITH INFORMATION RECORDED FOR

NOTIFIED CASES OF TB

YES, MONTHLY REPORT

AVAILABLE BUT INFORMATION ON NOTIFIED

CASES OF TB NOT RECORDED

NO, MONTHLY

REPORT NOT AVAILABLE

01 Quarterly report (Month 1 to Month 3)

1 → B 2

DV_408

3

DV_408 D =

DISCREPANCIES

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DV_408 If there is a discrepancy between the source document data and the quarterly report data, ask your informant why.

CIRCLE ALL ANSWERS THAT APPLY.

NO DISCREPANCY .................................... A ARITHEMATIC ERRORS ............................ B TRANSCRIPTION ERRORS ......................... C SOME DOCUMENTS WERE MISSING WHEN THE REPORT WAS PREPARED ....... D SOME DOCUMENTS ARE NOW MISSING.. E OTHER (SPECIFY) ....................................... Y __________________________________

DV_409

For any instance where no quarterly report can be found, ask the informant why there is no report.

CIRCLE ALL ANSWERS THAT APPLY.

THE QUARTERLY REPORT IS AVAILABLE .. A THE REPORT WAS SUBMITTED BUT THE COPY CANNOT NOW BE FOUND ............. B NO TRAINED STAFF ARE AVAILABLE TO REPORT .............................................. C NO REPORTING FORM WAS AVAILABLE .. D WE DON’T HAVE TIME TO REPORT.......... E THE FACILITY WAS NOT PROVIDING TB SERVICES DURING THE QUARTER ............ F OTHER (SPECIFY) ...................................... Y __________________________________

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MALARIA CONFIRMED MALARIA CASES

DV_500 Does this facility conduct laboratory tests to confirm malaria?

YES ........................................................... 1 NO ............................................................ 2

➔DV_600

DV_501 Does this facility report confirmed malaria cases to a reporting system?

YES ........................................................... 1 NO ............................................................ 2

➔DV_600

SOURCE DOCUMENTS AND REPORTS DV_502 What is the source document used by this

facility for monthly reporting of malaria cases? We are primarily interested in the main document that is used for compiling monthly summary statistics for confirmed malaria cases. Please report if any improvised documents are used.

OPD REGISTER ......................................... 1 TALLY SHEETS........................................... 2 PATIENT CARDS ....................................... 3 LAB REGISTER .......................................... 4 OTHER (SPECIFY) ________________________________ 96

BASED ON RESPONSE TO QUESTION DV_502, PLEASE ASK THE PERSON IN THE FACILITY WHO REGULARLY PREPARES THE FACILITY MONTHLY REPORTS TO PROVIDE YOU WITH THE SOURCE DOCUMENT USED TO COMPILE AND SUMMARIZE INFORMATION FOR MONTHLY REPORTING (i.e. REGISTERS, TALLY SHEETS, ETC.) AS WELL AS THE MONTHLY REPORTS FOR MONTH1, MONTH2, AND MONTH3 FOR CONFIRMED MALARIA CASES RECORDED IN THE FACILITY.

REVIEW SOURCE DOCUMENT FOR CONFIRMED MALARIA CASE RATE AND ANSWER THE FOLLOWING QUESTIONS

DV_503 Please confirm the availability of the main source document used for reporting of confirmed malaria cases for Month1 to Month 3. If available and information on confirmed malaria cases is recorded, please recount the number of confirmed malaria cases visits for Month1 to Month3.

(A) SOURCE DOCUMENT AVAILABLE (B) RECOUNT NUMBER OF CONFIRMED

MALARIA CASES IN SOURCE

DOCUMENT

YES, SOURCE DOCUMENT AVAILABLE WITH

INFORMATION RECORDED FOR CONFIRMED MALARIA CASES*

NO, SOURCE DOCUMENT NOT AVAILABLE OR INFORMATION ON

CONFIRMED MALARIA CASES NOT RECORDED

01 Month1 1 → B 2 02

02 Month2 1 → B 2 03

03 Month3 1 → B 2 DV_504

*Even if information is only partially filled (for example for a few days in the month, you would answer YES

REVIEW MONTHLY REPORT FOR CONFIRMED MALARIA CASE RATE AND ANSWER THE FOLLOWING QUESTIONS DV_504 Please confirm the availability of

the monthly report form in which confirmed malaria cases are recorded and sent to the district or next level administrative unit for Month1 to Month3. If available, please record the number of confirmed malaria cases entered in the monthly report form for Month1 to Month3.

(A) MONTHLY REPORT AVAILABLE (B) RECORD NUMBER OF CONFIRMED

MALARIA CASES IN

MONTHLY REPORT

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YES, MONTHLY REPORT AVAILABLE

WITH INFORMATION ON

CONFIRMED MALARIA CASES

RECORD

YES, MONTHLY REPORT

AVAILABLE BUT INFORMATION

ON CONFIRMED MALARIA CASES NOT RECORDED

NO, MONTHLY

REPORT NOT AVAILABLE

01 Month1 1 → B 2

02

3

02

02 Month2 1 → B 2

03

3

03

03 Month3 1 → B 2

DV_505

3

DV_505

DISCREPANCIES

DV_505 If there is a discrepancy between the source document data and the monthly report data, ask your informant why.

CIRCLE ALL ANSWERS THAT APPLY.

NO DISCREPANCY .................................... A ARITHEMATIC ERRORS ............................ B TRANSCRIPTION ERRORS ......................... C SOME DOCUMENTS WERE MISSING WHEN THE REPORT WAS PREPARED ....... D SOME DOCUMENTS ARE NOW MISSING.. E OTHER (SPECIFY) ....................................... Y __________________________________

DV_506

For any instance where no monthly report can be found, ask the informant why there is no report.

CIRCLE ALL ANSWERS THAT APPLY.

ALL 3 MONTHLY REPORTS ARE AVAILABLE ................................................................. A THE REPORT WAS SUBMITTED BUT THE COPY CANNOT NOW BE FOUND ............. B NO TRAINED STAFF ARE AVAILABLE TO REPORT .............................................. C NO REPORTING FORM WAS AVAILABLE .. D WE DON’T HAVE TIME TO REPORT.......... E THE FACILITY WAS NOT OPERATING DURING 1 OR MORE OF THE MONTHS .... F OTHER (SPECIFY) ...................................... Y __________________________________

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FACILITY LEVEL SYSTEMS ASSESSMENT TOOL

FIND THE PERSON MOST KNOWLEDGEABLE ABOUT THE FACILITY ROUTINE REPORTING SYSTEM. INTRODUCE YOURSELF, EXPLAIN THE PURPOSE OF THE SURVEY AND ASK THE FOLLOWING QUESTIONS.

DV_599 Does this health facility report health data to the MOH reporting system?

YES ................................................................... 1

NO ................................................................... 2

➔DV_700

DV_600

Is there a designated person to enter data and compile reports from the different units in the health facility?

YES ................................................................... 1

NO ................................................................... 2

DV_601

Is there a designated person to review the quality of compiled data prior to submission to the next level, e.g., to districts, to regional offices, to the central HMIS, etc.?

YES ................................................................... 1

PARTLY, THE DATA ARE REVIEWED BUT NO ONE IS DESIGNATED WITH THE REPONSIBILITY ...... 2

NOT AT ALL ...................................................... 3

DV_602

Have staff who perform data entry and compilation received training on it in the past 2 years?

*COUNTRY SPECIFIC TRAININGS CAN BE ADAPTED FOUR

COUNTRY IMPLEMENTATION

YES ALL STAFF HAVE RECEIVED TRAINING IN THE PAST TWO YEARS ............................................ 1

SOME STAFF HAVE RECEIVED TRAINING IN THE PAST TWO YEARS ............................................ 2

NO STAFF HAVE RECEIVED TRAINING IN THE PAST TWO YEARS ............................................ 2

DV_603 Have staff who perform data review and quality control received training on it in the past 2 years?

*COUNTRY SPECIFIC TRAININGS CAN BE ADAPTED FOUR COUNTRY IMPLEMENTATION

YES ALL STAFF HAVE RECEIVED TRAINING IN THE PAST TWO YEARS ............................................ 1

SOME STAFF HAVE RECEIVED TRAINING IN THE PAST TWO YEARS ............................................ 2

NO STAFF HAVE RECEIVED TRAINING IN THE PAST TWO YEARS ............................................ 3

DV_604 Does the health facility have written guidelines on the reporting protocol for the program/HMIS?

PLEASE OBSERVE THE GUIDELINES.

Yes, observed ........................................... 1

Yes, reported not seen ............................. 2

No ............................................................. 3

DV_605 In the last 6 months, has this health facility experienced any stockout of tally sheets, registers or reporting forms?

YES ................................................................... 1

NO ................................................................... 2

DV_606 How many times did the district supervisor visit your health facility over the last three months?

MORE THAN FOUR TIMES ............................... 1

FOUR TIMES .................................................... 2

THREE TIMES ................................................... 3

TWO TIMES ..................................................... 4

ONE TIME ........................................................ 5

NONE ............................................................... 6

➔DV_608

DV_607 Did the supervisor send a report/ written feedback on any supervisory visit in the last year, including feedback on data quality?

PLEASE ASK TO OBSERVE THE REPORT.

WRITTEN FEEDBACK INCLUDING DATA QUALITY OBSERVED ....................................................... 1

WRITTEN FEEDBACK OBSERVED BUT DOES NOT INCLUDE FEEDBACK ON DATA QUALITY .......... 2

WRITTEN FEEDBACK REPORTED BUT NOT OBSERVED ....................................................... 3

NO WRITTEN FEEDBACK .................................. 4

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DV_608 Does the health facility prepare data visuals (graphs, tables, maps, etc.) showing achievement towards targets (indicators, geographic and/or temporal trends, and situation data)?

YES, PAPER, WHITE/BLACK BOARD, OR ELECTRONIC COPIES OF DATA VISUALS AVAILABLE AT THE HEALTH FACILITY .............. 1

YES, BUT A COPY NOT AVAILABLE AT THE HEALTH FACILITY ........................................................... 2

NO ................................................................... 3

➔DV_610

DV_609 Which of the following types of information is captured in the data visuals?

PLEASE OBSERVE VISUALS FOR EACH ITEM BELOW. OBSERVED

REPORTED NOT SEEN

NOT AVAILABLE

01 Maternal health care 1 2 3

02 Neonate and child health care (other than immunization)

1 2 3

03 Immunization 1 2 3

04 Top causes of morbidity and mortality 1 2 3

05 Other

______________________________

(specify)

1 2 3

DV_610 Does the health facility use RHIS data for performance reviews (e.g. to monitor progress towards targets)?

YES, EVIDENCE OF DATA USE OBSERVED ........ 1

YES, REPORTED BUT NOT OBSERVED .............. 2

NO ................................................................... 3

DV_611 Does the health facility use RHIS data for planning?

YES, EVIDENCE OF DATA USE OBSERVED ........ 1

YES, REPORTED BUT NOT OBSERVED .............. 2

NO ................................................................... 3

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INTERVIEWER'S OBSERVATIONS

DV_700 INTERVIEW END TIME (use the 24 hour-clock system)

:

DV_701 RESULT CODES (LAST VISIT):

COMPLETED .............................................. 1

RESPONDENT NOT AVAILABLE .................. 2

REFUSED .................................................... 3

PARTIALLY COMPLETED ............................ 4

OTHER __________________________ 96

(SPECIFY)

COMMENTS:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

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District Level Data Verification and System Assessment

Tool

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DISTRICT REPORTING DATA VERIFICATION TOOL (RECORD REVIEW)

DISTRICT LEVEL UNIT IDENTIFICATION

INTERVIEWER VISITS

DVD_001 Unit number and name

________________

Date

Interviewer Name

1

_______________

_______________

2

_________________

_________________

3

_______________

_______________

FINAL VISIT

DAY

MONTH

YEAR

INT. NUMBER

DVD_002 Region/Province (name and code)

___________________________________

DVD_003 District (name and code)

___________________________________

The aim of the district data quality assessment is to visit the district office(s) that is/are ultimately responsible for the indicators being assessed for data quality. This can include just one district office (such as the HMIS office) or it can include different district offices (such as immunization, HIV, TB, malaria, etc.)

DVD_004 Will more than one district office be visited in this survey to assess data quality?

YES ................................................................... 1 NO .................................................................... 2

DVD_005 Location of Unit(s)

(Town/City/Village)

____________________________________

GENERAL INFORMATION

UNIT NUMBER INTERVIEWER CODE

FIND THE MANAGER, THE PERSON IN-CHARGE OF THE DISTRICT UNIT. READ THE FOLLOWING GREETING:

Good day! My name is _____________________. We are here on behalf of [IMPLEMENTING AGENCY] conducting a survey of district health offices to assist the government in knowing more about health services in [COUNTRY].

Now I will read a statement explaining the study.

Your unit was selected to participate in this study. We will be asking you questions about various health services and routine reporting. Information about your unit may be used by the [MOH], organizations supporting health services, and researchers, for planning service improvement or for conducting further studies of health services.

Neither your name nor that of any other respondents participating in this study will be included in the dataset or in any report; however, there is a small chance that any of these respondents may be identified later. Still, we are asking for your help to ensure that the information we collect is accurate.

You may refuse to answer any question or choose to stop the interview at any time. However, we hope you will answer the questions, which will benefit the services you provide and the nation.

If there are questions for which someone else is the most appropriate person to provide the information, we

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would appreciate if you introduce us to that person to help us collect that information.

At this point, do you have any questions about the study? Do I have your agreement to proceed?

___________________________________________________ 2 0 1

INTERVIEWER'S SIGNATURE INDICATING CONSENT OBTAINED DAY MONTH YEAR

DVD_006 May I begin the interview?

YES ........................................................... 1

NO ............................................................ 2

➔DVD_600

DVD_007 INTERVIEW START TIME (use the 24 hour-clock system)

:

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SYSTEM ASSESSMENT AND DATA VERIFICATION – DISTRICT LEVEL

Please go to the district office and talk with the team responsible for compilation of HMIS data.

DVD_010 Is all data for ANC, immunization, HIV, TB, and malaria* entered / aggregated by the same team in this office?

*INDICATORS SHOULD BE SPECIFIED AS PART OF COUNTRY ADAPTATION

Yes ........................................................... 1

No ............................................................ 2

➔DVD_100

REPORTING OF DATA

DVD_011 How does the district handle data from health facilities?

I will read to you a set of answer choices. Please let me know the most appropriate answer.

PLEASE READ THE ANSWER CHOICES OUT ALOUD. REPEAT THE ANSWER CHOICES IF THE INTERVIEWEE NEEDS TO HEAR THEM AGAIN.

Aggregates indicators into district totals and sends a paper report to the next level1

Enters data by facility into a database and the data are sent electronically to the next level ................................................. 2

Enters district totals into a database and the data are sent electronically to the next level ................................................. 3

Health facilities send data directly to the national level and the district has access to the data ............................................... 4

The district does not have access to the data .......................................................... 5

DVD_012 What is the reporting deadline for submission of the monthly RHIS report by the health facilities?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_013 Does the district office record receipt dates of monthly RHIS reports (see register/computer)?

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF TRAINED STAFF

DVD_014 Does the district office have a designated person responsible to enter data/compile reports from health facilities?

Yes ........................................................... 1

No ............................................................ 2

DVD_015 Does the district office have a designated person to review the quality of compiled data prior to submission to the next level, e.g. to regional/provincial offices, to the central HMIS, etc.?

Yes ........................................................... 1

Partly (the data are reviewed but no one is designated with the responsibility) ...... 2

Not at all .................................................. 3

DVD_016 Have staff who perform data entry/compilation received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

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DVD_017 Have staff who perform data review and quality control received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

AVAILABILITY OF GUIDELINES

DVD_018 Does the district have written guidelines for data entry/compilation?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_019 Does the district have written guidelines on data quality review and control?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_020 Does the district have written guidelines on RHIS information display, use, and feedback?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF REPORTING FORMS

DVD_021 Does the district supply health facilities in the district with registers, reporting forms, and any other data collection tools necessary for routine reporting of data?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_023

DVD_022 Did this district office have a stock out of blank data collection tools (e.g. registers, reporting forms) in the previous 12 months?

Yes ........................................................... 1

No ............................................................ 2

DVD_023 Did the district send feedback reports using RHIS information to health facilities in the last three months?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

➔DVD_026

DVD_024 Did the report include feedback on data quality (including data accuracy, reporting timeliness, and/or report completeness)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_025 Did the report include feedback on service performance based on reported RHIS data (e.g. appreciation/acknowledgement of good performance; resource allocation/ mobilization)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

ANALYSIS AND USE OF DATA

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DVD_026 Does the district office prepare data visuals (graphs, tables, maps, etc.) showing achievement towards targets (indicators, geographic and/or temporal trends, and situation data)?

NOTE: IF THIS IS THE HMIS OFFICE, THE VISUALS CAN BE COMPRISED OF MANY DIFFERENT AREAS. IF IT THIS IS A DISTRICT OFFICE SPECIFIC TO A PROGRAM (E.G. MATERNAL HEALTH, THE VISUALS WOULD BE SPECIFIC TO MATERNAL HEALTH). THESE VISUALS CAN BE PRESENTED ON A WHITE/BLACKBOARD, PAPER AND/OR ELECTRONICALLY.

PLEASE OBSERVE.

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ...................................................................... 3

DVD_027 Does the district office produce any report or bulletin (annual, quarterly etc.) based on analysis of RHIS data (excluding the monthly summary/aggregate reports submitted to the higher level)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_028 Can you please provide at least one example of follow-up actions taken when the district identified suspicious data (e.g. investigation at facility-level, correction of data, etc.)? Please demonstrate the data in question and show any documentation of the actions taken.

PLEASE OBSERVE

There is a good, well documented example of follow-up action .................... 1

There is a good example of follow-up action but it is not well documented....... 2

There is a not a good example of follow-up actions taken ...................................... 3

PERFORMANCE REVIEW

DVD_029 Does the district use RHIS data for performance reviews (e.g. to monitor progress towards targets)?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

PLANNING

DVD_030 Does the district use RHIS data for planning?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

ANTENATAL CARE

Please go to the district office that is responsible for the compilation of ANC estimates.

CHECK DVD_010:

IF NO:

IF YES:

DVD_120

REPORTING OF DATA

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DVD_100 How does the district handle data from health facilities?

I will read to you a set of answer choices. Please let me know the most appropriate answer.

PLEASE READ THE ANSWER CHOICES OUT ALOUD. REPEAT THE ANSWER CHOICES IF THE INTERVIEWEE NEEDS TO HEAR THEM AGAIN.

Aggregates indicators into district totals and sends a paper report to the next level1

Enters data by facility into a database and the data are sent electronically to the next level ................................................. 2

Enters district totals into a database and the data are sent electronically to the next level ................................................. 3

Health facilities send data directly to the national level and the district has access to the data ............................................... 4

The district does not have access to the data .......................................................... 5

DVD_101 What is the reporting deadline for submission of the monthly RHIS report by the health facilities that includes information on ANC1?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_102 Does the district office record receipt dates of monthly RHIS reports (see register/computer)?

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF TRAINED STAFF

DVD_103 Does the district office have a designated person responsible to enter data/compile reports from health facilities?

Yes ........................................................... 1

No ............................................................ 2

DVD_104 Does the district office have a designated person to review the quality of compiled data prior to submission to the next level, e.g. to regional/provincial offices, to the central HMIS, etc.?

Yes ........................................................... 1

Partly (the data are reviewed but no one is designated with the responsibility) ...... 2

Not at all .................................................. 3

DVD_105 Have staff who perform data entry/compilation received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

DVD_106 Have staff who perform data review and quality control received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

AVAILABILITY OF GUIDELINES

DVD_107 Does the district have written guidelines for data entry/compilation?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

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DVD_108 Does the district have written guidelines on data quality review and control?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_109 Does the district have written guidelines on RHIS information display, use, and feedback?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF REPORTING FORMS

DVD_110 Does the district supply health facilities in the district with registers, reporting forms, and any other data collection tools necessary for routine reporting of data?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_112

DVD_111 Did this district office have a stock out of blank data collection tools (e.g. registers, reporting forms) in the previous 12 months?

Yes ........................................................... 1

No ............................................................ 2

DVD_112 Did the district send feedback reports using RHIS information to health facilities in the last three months?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

➔DVD_115

DVD_113 Did the report include feedback on data quality (including data accuracy, reporting timeliness, and/or report completeness)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_114 Did the report include feedback on service performance based on reported RHIS data (e.g. appreciation/acknowledgement of good performance; resource allocation/ mobilization)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

ANALYSIS AND USE OF DATA

DVD_115 Does the district office prepare data visuals (graphs, tables, maps, etc.) showing achievement towards targets (indicators, geographic and/or temporal trends, and situation data)?

NOTE: IF THIS IS THE HMIS OFFICE, THE VISUALS CAN BE COMPRISED OF MANY DIFFERENT AREAS. IF IT THIS IS A DISTRICT OFFICE SPECIFIC TO A PROGRAM (E.G. MATERNAL HEALTH, THE VISUALS WOULD BE SPECIFIC TO MATERNAL HEALTH). THESE VISUALS CAN BE PRESENTED ON A WHITE/BLACKBOARD, PAPER AND/OR ELECTRONICALLY.

PLEASE OBSERVE.

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

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DVD_116 Does the district office produce any report or bulletin (annual, quarterly etc.) based on analysis of RHIS data (excluding the monthly summary/aggregate reports submitted to the higher level)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_117 Can you please provide at least one example of follow-up actions taken when the district identified suspicious data (e.g. investigation at facility-level, correction of data, etc.)? Please demonstrate the data in question and show any documentation of the actions taken.

PLEASE OBSERVE

There is a good, well documented example of follow-up action .................... 1

There is a good example of follow-up action but it is not well documented....... 2

There is a not a good example of follow-up actions taken ...................................... 3

PERFORMANCE REVIEW

DVD_118 Does the district use RHIS data for performance reviews (e.g. to monitor progress towards targets)?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

PLANNING

DVD_119 Does the district use RHIS data for planning?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_120 Does the district enter facility level data into an electronic health information system (i.e. DHIS) and does the system automatically aggregate data to create a district report?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_200

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ANTENATAL CARE

No

Indicator 1: Antenatal care first visit – Please examine the monthly report that contains information on ANC1 and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit.

DVD_121 DVD_ 122

DVD_123 DVD_124 (Month1)

DVD_125 (Month2)

DVD_126 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report ANC?

Yes = 1

No = 2→

Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _125a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy ANC1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _126a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy ANC1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy ANC1 from facility monthly

report

Missing = 999999

Go to Next facility or

DVD_127 when all facilities are

complete

001

002

003

004

005

006

007

008

009

010

011

012

013

014

015

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No

Indicator 1: Antenatal care first visit – Please examine the monthly report that contains information on ANC1 and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit.

DVD_121 DVD_ 122

DVD_123 DVD_124 (Month1)

DVD_125 (Month2)

DVD_126 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report ANC?

Yes = 1

No = 2→

Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _125a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy ANC1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _126a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy ANC1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy ANC1 from facility monthly

report

Missing = 999999

Go to Next facility or

DVD_127 when all facilities are

complete

016

017

018

019

020

021

022

023

024

025

026

027

028

029

030

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AGGREGATION AND COMPARISON

DVD_127 SUM OF THE ABOVE NUMBERS OF ANC1 VISITS

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_128 How many ANC1 visits did the district report to higher level?

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_129

Why do you think there is a discrepancy between the number reported by the district and the number we have just calculated?

NO DISCREPANCY .................................... 1

ARITHMETIC OR DATA ENTRY ERRORS .... 2

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, SOME HEALTH FACILITY REPORTS HAVE BEEN ADDED OR SOME HEALTH FACILITY REPORTS HAVE BEEN UPDATED ....................................... 3

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, WE HAVE LOST TRACK OF SOME HEALTH FACILITY REPORTS ................................................. 4 OTHER (SPECIFY) .................................... 96

__________________________________

DVD_130 REVIEW WITH THE INFORMANT THE “a” COLUMNS IN THE ABOVE TABLE AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE NOT SUBMITTED AN EXPECTED REPORT (“2”). ASK THE INFORMANT:

Why do you think the reports were not submitted?

CIRCLE ALL ANSWERS THAT APPLY

ALL EXPECTED REPORTS WERE SUBMITTED (COMPLETENESS = 100%) .... A

SOME HEALTH FACILITIES DO NOT HAVE STAFF TRAINED TO REPORT ..................... B

SOME HEALTH FACILITIES LACK FORMS .. C

DIFFICULTIES WITH TRANSPORTATION OR COMMUNICATIONS (INTERNET CONNECTIVITY ISSUES) ............................ D

SOME HEALTH FACILITIES NO LONGER PROVIDE THE SERVICE ............................. E

PRESENCE OF OTHER VERTICAL REPORTING REQUIREMENTS .................... F

SOME HEALTH FACILITIES REFUSE TO FOLLOW GUIDELINES............................... G

OTHER (SPECIFY) ..................................... Y

__________________________________

DVD_131 REVIEW THE “b” COLUMNS OF THE ABOVE TABLE WITH THE INFORMANT AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE SUBMITTED REPORTS LATE (“2”) OR WHERE THE TIMEMLINESS IS UNKNOWN (“8”). ASK THE INFORMANT:

Why do you think the reports were submitted late or why is the timeliness unknown?

CIRCLE ALL ANSWERS THAT APPLY

ALL REPORTS WERE SUBMITTED ON TIME (TIMELINESS = 100%) ............................... A

DIFFICULTIES WITH TRANSPORT OR COMMUNICATIONS ................................. B

SOME HEALTH FACILITIES DELAY COMPLETION OF THE REPORT................. C

THE DISTRICT HAS AN INADEQUATE SYSTEM FOR TRACKING TIMELINESS ....... D

OTHER (SPECIFY) ...................................... Y

__________________________________

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DVD_132 What is the reporting deadline for submission of the monthly RHIS report by the district to the next reporting level that includes information on ANC1?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_133 How many of the district’s last 12 monthly HMIS reports were submitted on time?

PLEASE CHECK THE DISTRICT REPORT SUBMISSION DATE WITH THE REPORTING DEADLINE. ENTER ‘98’ IF THE DATE OF SUBMISSION OF REPORTS IS NOT RECORDED.

IF “12”

➔DVD_200

DVD_134 Why were some of the district reports submitted late?

CIRCLE ALL ANSWERS THAT APPLY

ALL DISTRICT REPORTS WERE SUBMITTED ON TIME .................................................. A

THE DISTRICT WAITED FOR MORE FACILITIES TO REPORT ............................. B

INTERNET ACCESS WAS NOT AVAILABLE. C

TRANSPORT TO HIGHER LEVEL WAS DIFFICULT ................................................ D

NO STAFF AVAILABLE TO PREPARE THE REPORT ................................................... E

OTHER (SPECIFY) ...................................... Y

__________________________________

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36

Number Question Result Skip

IMMUNIZATION

Please go to the district office that is responsible for the compilation of Immunization estimates.

CHECK DVD_010:

IF NO:

IF YES:

DVD_220

REPORTING OF DATA

DVD_200 How does the district handle data from health facilities?

I will read to you a set of answer choices. Please let me know the most appropriate answer.

PLEASE READ THE ANSWER CHOICES OUT ALOUD. REPEAT THE ANSWER CHOICES IF THE INTERVIEWEE NEEDS TO HEAR THEM AGAIN.

Aggregates indicators into district totals and sends a paper report to the next level1

Enters data by facility into a database and the data are sent electronically to the next level ................................................. 2

Enters district totals into a database and the data are sent electronically to the next level ................................................. 3

Health facilities send data directly to the national level and the district has access to the data ............................................... 4

The district does not have access to the data .......................................................... 5

DVD_201 What is the reporting deadline for submission of the monthly RHIS report by the health facilities that includes information on ANC1?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_202 Does the district office record receipt dates of monthly RHIS reports (see register/computer)?

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF TRAINED STAFF

DVD_203 Does the district office have a designated person responsible to enter data/compile reports from health facilities?

Yes ........................................................... 1

No ............................................................ 2

DVD_204 Does the district office have a designated person to review the quality of compiled data prior to submission to the next level, e.g. to regional/provincial offices, to the central HMIS, etc.?

Yes ........................................................... 1

Partly (the data are reviewed but no one is designated with the responsibility) ...... 2

Not at all .................................................. 3

DVD_205 Have staff who perform data entry/compilation received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

DVD_206 Have staff who perform data review and quality control received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past

Data Quality Review | Data Collection Tools

37

two years ................................................. 3

AVAILABILITY OF GUIDELINES

DVD_207 Does the district have written guidelines for data entry/compilation?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_208 Does the district have written guidelines on data quality review and control?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_209 Does the district have written guidelines on RHIS information display, use, and feedback?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF REPORTING FORMS

DVD_210 Does the district supply health facilities in the district with registers, reporting forms, and any other data collection tools necessary for routine reporting of data?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_212

DVD_211 Did this district office have a stock out of blank data collection tools (e.g. registers, reporting forms) in the previous 12 months?

Yes ........................................................... 1

No ............................................................ 2

DVD_212 Did the district send feedback reports using RHIS information to health facilities in the last three months?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

➔DVD_215

DVD_213 Did the report include feedback on data quality (including data accuracy, reporting timeliness, and/or report completeness)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_214 Did the report include feedback on service performance based on reported RHIS data (e.g. appreciation/acknowledgement of good performance; resource allocation/ mobilization)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

ANALYSIS AND USE OF DATA

DVD_215 Does the district office prepare data visuals (graphs, tables, maps, etc.) showing achievement towards targets (indicators, geographic and/or temporal trends, and situation data)?

NOTE: IF THIS IS THE HMIS OFFICE, THE VISUALS CAN BE COMPRISED OF MANY DIFFERENT AREAS. IF IT THIS IS A DISTRICT OFFICE SPECIFIC TO A PROGRAM (E.G. MATERNAL HEALTH, THE VISUALS WOULD BE SPECIFIC TO MATERNAL HEALTH). THESE VISUALS CAN BE PRESENTED ON A WHITE/BLACKBOARD, PAPER AND/OR

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ...................................................................... 3

Data Quality Review | Data Collection Tools

38

ELECTRONICALLY.

PLEASE OBSERVE.

DVD_216 Does the district office produce any report or bulletin (annual, quarterly etc.) based on analysis of RHIS data (excluding the monthly summary/aggregate reports submitted to the higher level)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_217 Can you please provide at least one example of follow-up actions taken when the district identified suspicious data (e.g. investigation at facility-level, correction of data, etc.)? Please demonstrate the data in question and show any documentation of the actions taken.

PLEASE OBSERVE

There is a good, well documented example of follow-up action .................... 1

There is a good example of follow-up action but it is not well documented....... 2

There is a not a good example of follow-up actions taken ...................................... 3

PERFORMANCE REVIEW

DVD_218 Does the district use RHIS data for performance reviews (e.g. to monitor progress towards targets)?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

PLANNING

DVD_219 Does the district use RHIS data for planning?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_220 Does the district enter facility level data into an electronic health information system (i.e. DHIS) and does the system automatically aggregate data to create a district report?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_300

Data Quality Review | Data Collection Tools

39

IMMUNIZATION

No

Indicator 1: DTP3 – Please examine the monthly report that contains information on DTP3 and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit

DVD_221 DVD_ 222

DVD_223 DVD_224 (Month1)

DVD_225 (Month2)

DVD_226 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report DTP3?

Yes = 1

No = 2→

Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _225a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy DTP3

under 1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _226a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy DTP3

under 1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy DTP3

under 1 from facility monthly

report

Missing = 999999

Go to Next facility or

DVD_227 when all facilities are

complete

001

002

003

004

005

006

007

008

009

010

011

012

013

014

015

Data Quality Review | Data Collection Tools

40

No

Indicator 1: DTP3 – Please examine the monthly report that contains information on DTP3 and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit

DVD_221 DVD_ 222

DVD_223 DVD_224 (Month1)

DVD_225 (Month2)

DVD_226 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report DTP3?

Yes = 1

No = 2→

Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _225a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy DTP3

under 1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _226a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy DTP3

under 1 from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy DTP3

under 1 from facility monthly

report

Missing = 999999

Go to Next facility or

DVD_227 when all facilities are

complete

016

017

018

019

020

021

022

023

024

025

026

027

028

029

030

Data Quality Review | Data Collection Tools

41

Number Question Result Skip

AGGREGATION AND COMPARISON

DVD_227 SUM OF THE ABOVE NUMBERS OF DTP3 DOSES FOR CHILDREN UNDER 1

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_228 How many DTP3 DOSES FOR CHILDREN UNDER 1 did the district report to higher level?

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_229

Why do you think there is a discrepancy between the number reported by the district and the number we have just calculated?

NO DISCREPANCY .................................... 1

ARITHMETIC OR DATA ENTRY ERRORS .... 2

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, SOME HEALTH FACILITY REPORTS HAVE BEEN ADDED OR SOME HEALTH FACILITY REPORTS HAVE BEEN UPDATED ....................................... 3

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, WE HAVE LOST TRACK OF SOME HEALTH FACILITY REPORTS ................................................. 4 OTHER (SPECIFY) .................................... 96

__________________________________

DVD_230 REVIEW WITH THE INFORMANT THE “a” COLUMNS IN THE ABOVE TABLE AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE NOT SUBMITTED AN EXPECTED REPORT (“2”). ASK THE INFORMANT:

Why do you think the reports were not submitted?

CIRCLE ALL ANSWERS THAT APPLY

ALL EXPECTED REPORTS WERE SUBMITTED (COMPLETENESS = 100%) .... A

SOME HEALTH FACILITIES DO NOT HAVE STAFF TRAINED TO REPORT ..................... B

SOME HEALTH FACILITIES LACK FORMS .. C

DIFFICULTIES WITH TRANSPORTATION OR COMMUNICATIONS (INTERNET CONNECTIVITY ISSUES) ............................ D

SOME HEALTH FACILITIES NO LONGER PROVIDE THE SERVICE ............................. E

PRESENCE OF OTHER VERTICAL REPORTING REQUIREMENTS .................... F

SOME HEALTH FACILITIES REFUSE TO FOLLOW GUIDELINES............................... G

OTHER (SPECIFY) ..................................... Y

__________________________________

DVD_231 REVIEW THE “b” COLUMNS OF THE ABOVE TABLE WITH THE INFORMANT AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE SUBMITTED REPORTS LATE (“2”) OR WHERE THE TIMEMLINESS IS UNKNOWN (“8”). ASK THE INFORMANT:

Why do you think the reports were submitted late or why is the timeliness unknown?

CIRCLE ALL ANSWERS THAT APPLY

ALL REPORTS WERE SUBMITTED ON TIME (TIMELINESS = 100%) ............................... A

DIFFICULTIES WITH TRANSPORT OR COMMUNICATIONS ................................. B

SOME HEALTH FACILITIES DELAY COMPLETION OF THE REPORT................. C

THE DISTRICT HAS AN INADEQUATE SYSTEM FOR TRACKING TIMELINESS ....... D

OTHER (SPECIFY) ...................................... Y

__________________________________

Data Quality Review | Data Collection Tools

42

Number Question Result Skip

DVD_232 What is the reporting deadline for submission of the monthly RHIS report by the district to the next reporting level that includes information on ANC1?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_233 How many of the district’s last 12 monthly HMIS reports were submitted on time?

PLEASE CHECK THE DISTRICT REPORT SUBMISSION DATE WITH THE REPORTING DEADLINE. ENTER ‘98’ IF THE DATE OF SUBMISSION OF REPORTS IS NOT RECORDED.

IF “12”

➔DVD_300

DVD_234 Why were some of the district reports submitted late?

CIRCLE ALL ANSWERS THAT APPLY

ALL DISTRICT REPORTS WERE SUBMITTED ON TIME .................................................. A

THE DISTRICT WAITED FOR MORE FACILITIES TO REPORT ............................. B

INTERNET ACCESS WAS NOT AVAILABLE. C

TRANSPORT TO HIGHER LEVEL WAS DIFFICULT ................................................ D

NO STAFF AVAILABLE TO PREPARE THE REPORT ................................................... E

OTHER (SPECIFY) ...................................... Y

__________________________________

Data Quality Review | Data Collection Tools

43

Number Question Result Skip

HIV

Please go to the district office that is responsible for the compilation of HIV estimates.

CHECK DVD_010:

IF NO:

IF YES:

DVD_320

REPORTING OF DATA

DVD_300 How does the district handle data from health facilities?

I will read to you a set of answer choices. Please let me know the most appropriate answer.

PLEASE READ THE ANSWER CHOICES OUT ALOUD. REPEAT THE ANSWER CHOICES IF THE INTERVIEWEE NEEDS TO HEAR THEM AGAIN.

Aggregates indicators into district totals and sends a paper report to the next level1

Enters data by facility into a database and the data are sent electronically to the next level ................................................. 2

Enters district totals into a database and the data are sent electronically to the next level ................................................. 3

Health facilities send data directly to the national level and the district has access to the data ............................................... 4

The district does not have access to the data .......................................................... 5

DVD_301 What is the reporting deadline for submission of the monthly RHIS report by the health facilities that includes information on the number of patients on ART?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_302 Does the district office record receipt dates of monthly RHIS reports (see register/computer)?

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF TRAINED STAFF

DVD_303 Does the district office have a designated person responsible to enter data/compile reports from health facilities?

Yes ........................................................... 1

No ............................................................ 2

DVD_304 Does the district office have a designated person to review the quality of compiled data prior to submission to the next level, e.g. to regional/provincial offices, to the central HMIS, etc.?

Yes ........................................................... 1

Partly (the data are reviewed but no one is designated with the responsibility) ...... 2

Not at all .................................................. 3

DVD_305 Have staff who perform data entry/compilation received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

Data Quality Review | Data Collection Tools

44

Number Question Result Skip

DVD_306 Have staff who perform data review and quality control received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

AVAILABILITY OF GUIDELINES

DVD_307 Does the district have written guidelines for data entry/compilation?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_308 Does the district have written guidelines on data quality review and control?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_309 Does the district have written guidelines on RHIS information display, use, and feedback?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF REPORTING FORMS

DVD_310 Does the district supply health facilities in the district with registers, reporting forms, and any other data collection tools necessary for routine reporting of data?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_312

DVD_311 Did this district office have a stock out of blank data collection tools (e.g. registers, reporting forms) in the previous 12 months?

Yes ........................................................... 1

No ............................................................ 2

DVD_312 Did the district send feedback reports using RHIS information to health facilities in the last three months?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

➔DVD_315

DVD_313 Did the report include feedback on data quality (including data accuracy, reporting timeliness, and/or report completeness)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_314 Did the report include feedback on service performance based on reported RHIS data (e.g. appreciation/acknowledgement of good performance; resource allocation/ mobilization)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

ANALYSIS AND USE OF DATA

Data Quality Review | Data Collection Tools

45

Number Question Result Skip

DVD_315 Does the district office prepare data visuals (graphs, tables, maps, etc.) showing achievement towards targets (indicators, geographic and/or temporal trends, and situation data)?

NOTE: IF THIS IS THE HMIS OFFICE, THE VISUALS CAN BE COMPRISED OF MANY DIFFERENT AREAS. IF IT THIS IS A DISTRICT OFFICE SPECIFIC TO A PROGRAM (E.G. MATERNAL HEALTH, THE VISUALS WOULD BE SPECIFIC TO MATERNAL HEALTH). THESE VISUALS CAN BE PRESENTED ON A WHITE/BLACKBOARD, PAPER AND/OR ELECTRONICALLY.

PLEASE OBSERVE.

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_316 Does the district office produce any report or bulletin (annual, quarterly etc.) based on analysis of RHIS data (excluding the monthly summary/aggregate reports submitted to the higher level)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_317 Can you please provide at least one example of follow-up actions taken when the district identified suspicious data (e.g. investigation at facility-level, correction of data, etc.)? Please demonstrate the data in question and show any documentation of the actions taken.

PLEASE OBSERVE

There is a good, well documented example of follow-up action .................... 1

There is a good example of follow-up action but it is not well documented....... 2

There is a not a good example of follow-up actions taken ...................................... 3

PERFORMANCE REVIEW

DVD_318 Does the district use RHIS data for performance reviews (e.g. to monitor progress towards targets)?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

PLANNING

DVD_319 Does the district use RHIS data for planning?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_320 Does the district enter facility level data into an electronic health information system (i.e. DHIS) and does the system automatically aggregate data to create a district report?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_400

Data Quality Review | Data Collection Tools

46

HIV

No

Indicator 1: Patients currently on ART – Please examine the monthly report that contains information on patients currently on ART and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit.

DVD_321 DVD_ 322

DVD_323 DVD_324 (Month1)

DVD_325 (Month2)

DVD_326 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report

patients currently on

ART?

Yes = 1

No = 2→ Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _325a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy patients currently on

ART from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _326a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy patients currently on

ART from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy patients

currently on ART from facility

monthly report

Missing = 999999

Go to Next facility or

DVD_327 when all facilities are

complete

001

002

003

004

005

006

007

008

009

010

011

012

013

014

015

Data Quality Review | Data Collection Tools

47

No

Indicator 1: Patients currently on ART – Please examine the monthly report that contains information on patients currently on ART and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit.

DVD_321 DVD_ 322

DVD_323 DVD_324 (Month1)

DVD_325 (Month2)

DVD_326 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report

patients currently on

ART?

Yes = 1

No = 2→ Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _325a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy patients currently on

ART from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _326a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy patients currently on

ART from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy patients

currently on ART from facility

monthly report

Missing = 999999

Go to Next facility or

DVD_327 when all facilities are

complete

016

017

018

019

020

021

022

023

024

025

026

027

028

029

030

Data Quality Review | Data Collection Tools

48

Number Question Result Skip

AGGREGATION AND COMPARISON

DVD_327 SUM OF THE ABOVE NUMBERS OF PATIENTS CURRENTLY ON ART

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_328 How many PATIENTS CURRENTLY ON ART did the district report to higher level?

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_329

Why do you think there is a discrepancy between the number reported by the district and the number we have just calculated?

NO DISCREPANCY .................................... 1

ARITHMETIC OR DATA ENTRY ERRORS .... 2

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, SOME HEALTH FACILITY REPORTS HAVE BEEN ADDED OR SOME HEALTH FACILITY REPORTS HAVE BEEN UPDATED ....................................... 3

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, WE HAVE LOST TRACK OF SOME HEALTH FACILITY REPORTS ................................................. 4 OTHER (SPECIFY) .................................... 96

__________________________________

DVD_330 REVIEW WITH THE INFORMANT THE “a” COLUMNS IN THE ABOVE TABLE AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE NOT SUBMITTED AN EXPECTED REPORT (“2”). ASK THE INFORMANT:

Why do you think the reports were not submitted?

CIRCLE ALL ANSWERS THAT APPLY

ALL EXPECTED REPORTS WERE SUBMITTED (COMPLETENESS = 100%) .... A

SOME HEALTH FACILITIES DO NOT HAVE STAFF TRAINED TO REPORT ..................... B

SOME HEALTH FACILITIES LACK FORMS .. C

DIFFICULTIES WITH TRANSPORTATION OR COMMUNICATIONS (INTERNET CONNECTIVITY ISSUES) ............................ D

SOME HEALTH FACILITIES NO LONGER PROVIDE THE SERVICE ............................. E

PRESENCE OF OTHER VERTICAL REPORTING REQUIREMENTS .................... F

SOME HEALTH FACILITIES REFUSE TO FOLLOW GUIDELINES............................... G

OTHER (SPECIFY) ..................................... Y

__________________________________

DVD_331 REVIEW THE “b” COLUMNS OF THE ABOVE TABLE WITH THE INFORMANT AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE SUBMITTED REPORTS LATE (“2”) OR WHERE THE TIMEMLINESS IS UNKNOWN (“8”). ASK THE INFORMANT:

Why do you think the reports were submitted late or why is the timeliness unknown?

CIRCLE ALL ANSWERS THAT APPLY

ALL REPORTS WERE SUBMITTED ON TIME (TIMELINESS = 100%) ............................... A

DIFFICULTIES WITH TRANSPORT OR COMMUNICATIONS ................................. B

SOME HEALTH FACILITIES DELAY COMPLETION OF THE REPORT................. C

THE DISTRICT HAS AN INADEQUATE SYSTEM FOR TRACKING TIMELINESS ....... D

OTHER (SPECIFY) ...................................... Y

__________________________________

Data Quality Review | Data Collection Tools

49

Number Question Result Skip

DVD_332 What is the reporting deadline for submission of the monthly RHIS report by the district to the next reporting level that includes information on patients currently on ART?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_333 How many of the district’s last 12 monthly HMIS reports were submitted on time?

PLEASE CHECK THE DISTRICT REPORT SUBMISSION DATE WITH THE REPORTING DEADLINE. ENTER ‘98’ IF THE DATE OF SUBMISSION OF REPORTS IS NOT RECORDED.

IF “12”

➔DVD_400

DVD_334 Why were some of the district reports submitted late?

CIRCLE ALL ANSWERS THAT APPLY

ALL DISTRICT REPORTS WERE SUBMITTED ON TIME .................................................. A

THE DISTRICT WAITED FOR MORE FACILITIES TO REPORT ............................. B

INTERNET ACCESS WAS NOT AVAILABLE. C

TRANSPORT TO HIGHER LEVEL WAS DIFFICULT ................................................ D

NO STAFF AVAILABLE TO PREPARE THE REPORT ................................................... E

OTHER (SPECIFY) ...................................... Y

__________________________________

Data Quality Review | Data Collection Tools

50

Number Question Result Skip

TUBERCULOSIS

Please go to the district office that is responsible for the compilation of Tuberculosis estimates.

CHECK DVD_010:

IF NO:

IF YES:

DVD_420

REPORTING OF DATA

DVD_400 How does the district handle data from health facilities?

I will read to you a set of answer choices. Please let me know the most appropriate answer.

PLEASE READ THE ANSWER CHOICES OUT ALOUD. REPEAT THE ANSWER CHOICES IF THE INTERVIEWEE NEEDS TO HEAR THEM AGAIN.

Aggregates indicators into district totals and sends a paper report to the next level1

Enters data by facility into a database and the data are sent electronically to the next level ................................................. 2

Enters district totals into a database and the data are sent electronically to the next level ................................................. 3

Health facilities send data directly to the national level and the district has access to the data ............................................... 4

The district does not have access to the data .......................................................... 5

DVD_401 What is the reporting deadline for submission of the monthly RHIS report by the health facilities that includes information on notified cases of TB?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_402 Does the district office record receipt dates of monthly RHIS reports (see register/computer)?

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF TRAINED STAFF

DVD_403 Does the district office have a designated person responsible to enter data/compile reports from health facilities?

Yes ........................................................... 1

No ............................................................ 2

DVD_404 Does the district office have a designated person to review the quality of compiled data prior to submission to the next level, e.g. to regional/provincial offices, to the central HMIS, etc.?

Yes ........................................................... 1

Partly (the data are reviewed but no one is designated with the responsibility) ...... 2

Not at all .................................................. 3

DVD_405 Have staff who perform data entry/compilation received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

Data Quality Review | Data Collection Tools

51

Number Question Result Skip

DVD_406 Have staff who perform data review and quality control received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

AVAILABILITY OF GUIDELINES

DVD_407 Does the district have written guidelines for data entry/compilation?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_408 Does the district have written guidelines on data quality review and control?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_409 Does the district have written guidelines on RHIS information display, use, and feedback?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF REPORTING FORMS

DVD_410 Does the district supply health facilities in the district with registers, reporting forms, and any other data collection tools necessary for routine reporting of data?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_412

DVD_411 Did this district office have a stock out of blank data collection tools (e.g. registers, reporting forms) in the previous 12 months?

Yes ........................................................... 1

No ............................................................ 2

DVD_412 Did the district send feedback reports using RHIS information to health facilities in the last three months?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

➔DVD_415

DVD_413 Did the report include feedback on data quality (including data accuracy, reporting timeliness, and/or report completeness)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_414 Did the report include feedback on service performance based on reported RHIS data (e.g. appreciation/acknowledgement of good performance; resource allocation/ mobilization)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

ANALYSIS AND USE OF DATA

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52

Number Question Result Skip

DVD_415 Does the district office prepare data visuals (graphs, tables, maps, etc.) showing achievement towards targets (indicators, geographic and/or temporal trends, and situation data)?

NOTE: IF THIS IS THE HMIS OFFICE, THE VISUALS CAN BE COMPRISED OF MANY DIFFERENT AREAS. IF IT THIS IS A DISTRICT OFFICE SPECIFIC TO A PROGRAM (E.G. MATERNAL HEALTH, THE VISUALS WOULD BE SPECIFIC TO MATERNAL HEALTH). THESE VISUALS CAN BE PRESENTED ON A WHITE/BLACKBOARD, PAPER AND/OR ELECTRONICALLY.

PLEASE OBSERVE.

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_416 Does the district office produce any report or bulletin (annual, quarterly etc.) based on analysis of RHIS data (excluding the monthly summary/aggregate reports submitted to the higher level)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_417 Can you please provide at least one example of follow-up actions taken when the district identified suspicious data (e.g. investigation at facility-level, correction of data, etc.)? Please demonstrate the data in question and show any documentation of the actions taken.

PLEASE OBSERVE

There is a good, well documented example of follow-up action .................... 1

There is a good example of follow-up action but it is not well documented....... 2

There is a not a good example of follow-up actions taken ...................................... 3

PERFORMANCE REVIEW

DVD_418 Does the district use RHIS data for performance reviews (e.g. to monitor progress towards targets)?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

PLANNING

DVD_419 Does the district use RHIS data for planning?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_420 Does the district enter facility level data into an electronic health information system (i.e. DHIS) and does the system automatically aggregate data to create a district report?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_500

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TUBERCULOSIS

No

Indicator 1: Notified cases of TB – Please examine the quarterly report that contains information on notified cases of TB and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit

DVD_421 DVD_ 422

DVD_423 DVD_424 (Quarter1)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In sample?

Yes = 1

No =2

Expected to report notified cases of TB?

Yes = 1

No = 2→

Next facility

(a) Report observed

Yes = 1 →b

No = 2 →

Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy notified cases of TB from

facility monthly report

Missing = 999999

001

002

003

004

005

006

007

008

009

010

011

012

013

014

015

016

017

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No

Indicator 1: Notified cases of TB – Please examine the quarterly report that contains information on notified cases of TB and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit

DVD_421 DVD_ 422

DVD_423 DVD_424 (Quarter1)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In sample?

Yes = 1

No =2

Expected to report notified cases of TB?

Yes = 1

No = 2→

Next facility

(a) Report observed

Yes = 1 →b

No = 2 →

Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy notified cases of TB from

facility monthly report

Missing = 999999

018

019

020

021

022

023

024

025

026

027

028

029

030

Data Quality Review | Data Collection Tools

55

Number Question Result Skip

AGGREGATION AND COMPARISON

DVD_427 SUM OF THE ABOVE NUMBERS OF NOTIFIED CASES OF TB

A) QUARTER1

_____________

DVD_428 How NOTIFIED CASES OF TB did the district report to higher level?

A) QUARTER1

_____________

DVD_429

Why do you think there is a discrepancy between the number reported by the district and the number we have just calculated?

NO DISCREPANCY .................................... 1

ARITHMETIC OR DATA ENTRY ERRORS .... 2

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, SOME HEALTH FACILITY REPORTS HAVE BEEN ADDED OR SOME HEALTH FACILITY REPORTS HAVE BEEN UPDATED ....................................... 3

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, WE HAVE LOST TRACK OF SOME HEALTH FACILITY REPORTS ................................................. 4 OTHER (SPECIFY) .................................... 96

__________________________________

DVD_430 REVIEW WITH THE INFORMANT THE “a” COLUMNS IN THE ABOVE TABLE AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE NOT SUBMITTED AN EXPECTED REPORT (“2”). ASK THE INFORMANT:

Why do you think the reports were not submitted?

CIRCLE ALL ANSWERS THAT APPLY

ALL EXPECTED REPORTS WERE SUBMITTED (COMPLETENESS = 100%) .... A

SOME HEALTH FACILITIES DO NOT HAVE STAFF TRAINED TO REPORT ..................... B

SOME HEALTH FACILITIES LACK FORMS .. C

DIFFICULTIES WITH TRANSPORTATION OR COMMUNICATIONS (INTERNET CONNECTIVITY ISSUES) ............................ D

SOME HEALTH FACILITIES NO LONGER PROVIDE THE SERVICE ............................. E

PRESENCE OF OTHER VERTICAL REPORTING REQUIREMENTS .................... F

SOME HEALTH FACILITIES REFUSE TO FOLLOW GUIDELINES............................... G

OTHER (SPECIFY) ..................................... Y

__________________________________

DVD_431 REVIEW THE “b” COLUMNS OF THE ABOVE TABLE WITH THE INFORMANT AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE SUBMITTED REPORTS LATE (“2”) OR WHERE THE TIMEMLINESS IS UNKNOWN (“8”). ASK THE INFORMANT:

Why do you think the reports were submitted late or why is the timeliness unknown?

CIRCLE ALL ANSWERS THAT APPLY

ALL REPORTS WERE SUBMITTED ON TIME (TIMELINESS = 100%) ............................... A

DIFFICULTIES WITH TRANSPORT OR COMMUNICATIONS ................................. B

SOME HEALTH FACILITIES DELAY COMPLETION OF THE REPORT................. C

THE DISTRICT HAS AN INADEQUATE SYSTEM FOR TRACKING TIMELINESS ....... D

OTHER (SPECIFY) ...................................... Y

__________________________________

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Number Question Result Skip

DVD_432 What is the reporting deadline for submission of the monthly RHIS report by the district to the next reporting level that includes information on notified cases of TB?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_433 How many of the district’s last 4 quarterly HMIS reports were submitted on time?

PLEASE CHECK THE DISTRICT REPORT SUBMISSION DATE WITH THE REPORTING DEADLINE. ENTER ‘98’ IF THE DATE OF SUBMISSION OF REPORTS IS NOT RECORDED.

IF “4”

➔DVD_500

DVD_434 Why were some of the district reports submitted late?

CIRCLE ALL ANSWERS THAT APPLY

ALL DISTRICT REPORTS WERE SUBMITTED ON TIME .................................................. A

THE DISTRICT WAITED FOR MORE FACILITIES TO REPORT ............................. B

INTERNET ACCESS WAS NOT AVAILABLE. C

TRANSPORT TO HIGHER LEVEL WAS DIFFICULT ................................................ D

NO STAFF AVAILABLE TO PREPARE THE REPORT ................................................... E

OTHER (SPECIFY) ...................................... Y

__________________________________

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Number Question Result Skip

MALARIA

Please go to the district office that is responsible for the compilation of Malaria estimates.

CHECK DVD_010:

IF NO:

IF YES:

DVD_520

REPORTING OF DATA

DVD_500 How does the district handle data from health facilities?

I will read to you a set of answer choices. Please let me know the most appropriate answer.

PLEASE READ THE ANSWER CHOICES OUT ALOUD. REPEAT THE ANSWER CHOICES IF THE INTERVIEWEE NEEDS TO HEAR THEM AGAIN.

Aggregates indicators into district totals and sends a paper report to the next level1

Enters data by facility into a database and the data are sent electronically to the next level ................................................. 2

Enters district totals into a database and the data are sent electronically to the next level ................................................. 3

Health facilities send data directly to the national level and the district has access to the data ............................................... 4

The district does not have access to the data .......................................................... 5

DVD_501 What is the reporting deadline for submission of the monthly RHIS report by the health facilities that includes information on confirmed cases of malaria?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_502 Does the district office record receipt dates of monthly RHIS reports (see register/computer)?

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF TRAINED STAFF

DVD_503 Does the district office have a designated person responsible to enter data/compile reports from health facilities?

Yes ........................................................... 1

No ............................................................ 2

DVD_504 Does the district office have a designated person to review the quality of compiled data prior to submission to the next level, e.g. to regional/provincial offices, to the central HMIS, etc.?

Yes ........................................................... 1

Partly (the data are reviewed but no one is designated with the responsibility) ...... 2

Not at all .................................................. 3

DVD_505 Have staff who perform data entry/compilation received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

Data Quality Review | Data Collection Tools

58

Number Question Result Skip

DVD_506 Have staff who perform data review and quality control received training on it in the past 2 years?

Yes all staff have received training in the past 2 years.............................................. 1

Some staff has received training in the past 2 years.............................................. 2

No staff have received training in the past two years ................................................. 3

AVAILABILITY OF GUIDELINES

DVD_507 Does the district have written guidelines for data entry/compilation?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_508 Does the district have written guidelines on data quality review and control?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_509 Does the district have written guidelines on RHIS information display, use, and feedback?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

AVAILABILITY OF REPORTING FORMS

DVD_510 Does the district supply health facilities in the district with registers, reporting forms, and any other data collection tools necessary for routine reporting of data?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_512

DVD_511 Did this district office have a stock out of blank data collection tools (e.g. registers, reporting forms) in the previous 12 months?

Yes ........................................................... 1

No ............................................................ 2

DVD_512 Did the district send feedback reports using RHIS information to health facilities in the last three months?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

➔DVD_515

DVD_513 Did the report include feedback on data quality (including data accuracy, reporting timeliness, and/or report completeness)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_514 Did the report include feedback on service performance based on reported RHIS data (e.g. appreciation/acknowledgement of good performance; resource allocation/ mobilization)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

ANALYSIS AND USE OF DATA

Data Quality Review | Data Collection Tools

59

Number Question Result Skip

DVD_515 Does the district office prepare data visuals (graphs, tables, maps, etc.) showing achievement towards targets (indicators, geographic and/or temporal trends, and situation data)?

NOTE: IF THIS IS THE HMIS OFFICE, THE VISUALS CAN BE COMPRISED OF MANY DIFFERENT AREAS. IF IT THIS IS A DISTRICT OFFICE SPECIFIC TO A PROGRAM (E.G. MATERNAL HEALTH, THE VISUALS WOULD BE SPECIFIC TO MATERNAL HEALTH). THESE VISUALS CAN BE PRESENTED ON A WHITE/BLACKBOARD, PAPER AND/OR ELECTRONICALLY.

PLEASE OBSERVE.

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_516 Does the district office produce any report or bulletin (annual, quarterly etc.) based on analysis of RHIS data (excluding the monthly summary/aggregate reports submitted to the higher level)?

PLEASE OBSERVE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_517 Can you please provide at least one example of follow-up actions taken when the district identified suspicious data (e.g. investigation at facility-level, correction of data, etc.)? Please demonstrate the data in question and show any documentation of the actions taken.

PLEASE OBSERVE

There is a good, well documented example of follow-up action .................... 1

There is a good example of follow-up action but it is not well documented....... 2

There is a not a good example of follow-up actions taken ...................................... 3

PERFORMANCE REVIEW

DVD_518 Does the district use RHIS data for performance reviews (e.g. to monitor progress towards targets)?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

PLANNING

DVD_519 Does the district use RHIS data for planning?

PLEASE OBSERVE EVIDENCE OF DATA USE

Yes, observed........................................... 1

Yes, reported not seen ............................ 2

No ............................................................ 3

DVD_520 Does the district enter facility level data into an electronic health information system (i.e. DHIS) and does the system automatically aggregate data to create a district report?

Yes ........................................................... 1

No ............................................................ 2

➔DVD_600

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MALARIA

No

Indicator 1: Confirmed cases of malaria – Please examine the monthly report that contains information on confirmed cases of malaria and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit.

DVD_521 DVD_ 522

DVD_523 DVD_524 (Month1)

DVD_525 (Month2)

DVD_526 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report

confirmed cases of malaria?

Yes = 1

No = 2→

Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _525a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy

confirmed cases of

malaria from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _526a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy

confirmed cases of

malaria from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy confirmed cases of malaria

from facility monthly report

Missing = 999999

Go to Next facility or

DVD_527 when all facilities are

complete

001

002

003

004

005

006

007

008

009

010

011

012

013

014

015

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No

Indicator 1: Confirmed cases of malaria – Please examine the monthly report that contains information on confirmed cases of malaria and fill in relevant information. Not all facilities are required to submit information on all indicators. Please ascertain with your informant which facilities are required to submit.

DVD_521 DVD_ 522

DVD_523 DVD_524 (Month1)

DVD_525 (Month2)

DVD_526 (Month3)

Please list all the facilities that are reporting to this

district office.

HEALTH FACILITY NAME

In

sample?

Yes = 1

No =2

Expected to report

confirmed cases of malaria?

Yes = 1

No = 2→

Next facility

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _525a

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy

confirmed cases of

malaria from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → DVD _526a

(b) Report on time

Yes = 1

No =2

Don’t

know=8

(c) Copy

confirmed cases of

malaria from facility

monthly report

Missing = 999999

(a) Report

observed

Yes = 1 →b

No = 2 → Next facility

(b) Report on time

Yes = 1

No =2

Don’t know=8

(c) Copy confirmed cases of malaria

from facility monthly report

Missing = 999999

Go to Next facility or

DVD_527 when all facilities are

complete

016

017

018

019

020

021

022

023

024

025

026

027

028

029

030

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Number Question Result Skip

AGGREGATION AND COMPARISON

DVD_527 SUM OF THE ABOVE NUMBERS OF CONFIRMED CASES OF MALARIA

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_528 How many CONFIRMED CASES OF MALARIA did the district report to higher level?

MONTH1

_____________

MONTH2

_____________

MONTH3

_____________

DVD_529

Why do you think there is a discrepancy between the number reported by the district and the number we have just calculated?

NO DISCREPANCY .................................... 1

ARITHMETIC OR DATA ENTRY ERRORS .... 2

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, SOME HEALTH FACILITY REPORTS HAVE BEEN ADDED OR SOME HEALTH FACILITY REPORTS HAVE BEEN UPDATED ....................................... 3

SINCE THE TIME THAT THE DISTRICT SUBMITTED ITS REPORT, WE HAVE LOST TRACK OF SOME HEALTH FACILITY REPORTS ................................................. 4 OTHER (SPECIFY) .................................... 96

__________________________________

DVD_530 REVIEW WITH THE INFORMANT THE “a” COLUMNS IN THE ABOVE TABLE AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE NOT SUBMITTED AN EXPECTED REPORT (“2”). ASK THE INFORMANT:

Why do you think the reports were not submitted?

CIRCLE ALL ANSWERS THAT APPLY

ALL EXPECTED REPORTS WERE SUBMITTED (COMPLETENESS = 100%) .... A

SOME HEALTH FACILITIES DO NOT HAVE STAFF TRAINED TO REPORT ..................... B

SOME HEALTH FACILITIES LACK FORMS .. C

DIFFICULTIES WITH TRANSPORTATION OR COMMUNICATIONS (INTERNET CONNECTIVITY ISSUES) ............................ D

SOME HEALTH FACILITIES NO LONGER PROVIDE THE SERVICE ............................. E

PRESENCE OF OTHER VERTICAL REPORTING REQUIREMENTS .................... F

SOME HEALTH FACILITIES REFUSE TO FOLLOW GUIDELINES............................... G

OTHER (SPECIFY) ..................................... Y

__________________________________

DVD_531 REVIEW THE “b” COLUMNS OF THE ABOVE TABLE WITH THE INFORMANT AND IDENTIFY THE INSTANCES WHERE HEALTH FACILITIES HAVE SUBMITTED REPORTS LATE (“2”) OR WHERE THE TIMEMLINESS IS UNKNOWN (“8”). ASK THE INFORMANT:

Why do you think the reports were submitted late or why is the timeliness unknown?

CIRCLE ALL ANSWERS THAT APPLY

ALL REPORTS WERE SUBMITTED ON TIME (TIMELINESS = 100%) ............................... A

DIFFICULTIES WITH TRANSPORT OR COMMUNICATIONS ................................. B

SOME HEALTH FACILITIES DELAY COMPLETION OF THE REPORT................. C

THE DISTRICT HAS AN INADEQUATE SYSTEM FOR TRACKING TIMELINESS ....... D

OTHER (SPECIFY) ...................................... Y

__________________________________

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Number Question Result Skip

DVD_532 What is the reporting deadline for submission of the monthly RHIS report by the district to the next reporting level that includes information on confirmed cases of malaria?

IF NO DEADLINE, RECORD “NO DEADLINE”

(e.x. “5th day of the following month)

DVD_533 How many of the district’s last 12 monthly HMIS reports were submitted on time?

PLEASE CHECK THE DISTRICT REPORT SUBMISSION DATE WITH THE REPORTING DEADLINE. ENTER ‘98’ IF THE DATE OF SUBMISSION OF REPORTS IS NOT RECORDED.

IF “12”

➔DVD_600

DVD_534 Why were some of the district reports submitted late?

CIRCLE ALL ANSWERS THAT APPLY

ALL DISTRICT REPORTS WERE SUBMITTED ON TIME .................................................. A

THE DISTRICT WAITED FOR MORE FACILITIES TO REPORT ............................. B

INTERNET ACCESS WAS NOT AVAILABLE. C

TRANSPORT TO HIGHER LEVEL WAS DIFFICULT ................................................ D

NO STAFF AVAILABLE TO PREPARE THE REPORT ................................................... E

OTHER (SPECIFY) ...................................... Y

__________________________________

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INTERVIEWER'S OBSERVATIONS

DVD_600 INTERVIEW END TIME (use the 24 hour-clock system)

:

DVD_601 RESULT CODES (LAST VISIT):

COMPLETED .............................................. 1

RESPONDENT NOT AVAILABLE .................. 2

REFUSED .................................................... 3

PARTIALLY COMPLETED ............................ 4

OTHER __________________________ 96

(SPECIFY)

COMMENTS:

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________