essential elements of an aggregate database
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Essential Elements of An Aggregate Database
Frank Oronsaye and Chiedozie Anunobi
ICAP Nigeria M&E
Importance of aggregate databases• Aggregate databases are an important M&E tool for
data collection, reporting, analysis and use• A flexible aggregate database can be tailored to
accommodate local ICAP program needs while meeting reporting needs of external groups (ICAP-NY, country CDC offices, MoH)
• Data entry into duplicative systems can be eliminated• Aggregate databases can provide ICAP country
program technical teams immediate access to relevant data
Aggregate Databases Should Support Data Collection and Use Cycle
5 Elements of Aggregate Database• User-defined Sites and Indicators • Data Collection & Validation• Import/Export• Reporting• Feedback and Dissemination
User Defined Sites and Indicators
- Ability to add new sites and assign attributes to each site- Geographic location- Support tart date, stop date- Supported Program Areas and Targets
- Ability to design and modify program specific indicators
Site Setup
Program Area Setup
Sub Program Area Setup
Data Collection & Validation
• Decentralized data entry– Entry should occur at central, regional and ideally site level
• Systematic and streamlined data entry process– Information can be entered in a timely fashion by data
entry staff• Integrated data quality checks and validation rules
– Identify and resolve data issues at the point of data entry
Essential features
1. Site Profile
2. Reporting Period
3. Program Area
4. Clearly Defined indicators
Note: The indicator frame should mimic the collection tools
Data Entry
Import/Export
• Internal import/export– Offline data entry at regional level exported and
sent to central office• External import/export
• Submission of data to external system such as ICAP-URS or government aggregate databases
Uploaded to NG central DB
Reporting• Automated generation of quarterly reporting
tables– CDC Track 1.0 table– Tables for quarterly CDC submission
• User-specified reports– Reports by reporting period, region and program
area
Quarterly, Facility-Based HIV Care/ART Reporting Form
Date facility began receiving support from PEPFAR (mm/dd/yy):
Quarter beginning (mm/dd/yy): Quarter ending (mm/dd/yy):
Grantee: Columbia University Facility:
Location(region, district): Country:
1.0 HIV Palliative Care (non-ART and ART care)
Cumulative number enrolled in HIV care by the beginning of quarter NEW enrollees in HIV care during the quarter Cumulative number enrolled in HIV care by the
end of the quarter
Total number who received HIV care during the quarter
1. Males (0-14 years) a. f. k. oo.
2. Males (15 or more years) b. g. l. pp.
3. Females (0-14 years) c. h. m. qq.
4. Females (15 or more years) d. i. n. rr.
Total e. 0j. 0o. 0 uu. 0
Number in HIV care during the quarter & eligible for ART, but NOT started ART by the end of the quarter (subset of 1uu.) vv.
1.1 Pediatric HIV Palliative Care (non-ART and ART care) (subset of Lines 1 and 3 in Table 1.0)
Males (0-1 year) a. g. m. s.
Males (2-4 years) b. h. n. t.
Males (5-14 years) c. i. o. u.
Females (0-1year) d. j. p. v.
Females (2-4 years) e. k. q. w.
Females (5-14 years) f. l. r. x.
2.0 ART Care
Cumulative number started on ART by the beginning of the quarter
Number started on ART in program during the quarter (includes NEW and TRANSFERS)
Cumulative number started on ART by the end of the quarter
Number NEW on ART during the quarter (subset of 2h-2n)
Number on ART who TRANSFERRED in during the quarter (subset of 2h-2n)
Total number on ART at the end of the quarter (CURRENT)
1. Males (0-14 years) a. g. m. aa. gg. mm.
2. Males (15 or more years) b. h. n. bb. hh. nn.
3. Females (0-14 years) c. i. o. cc. ii. oo.
4. Females (15 or more years) d. j. p. dd. jj. pp.
Total e. 0k. 0q. 0 ee. 0kk. 0 qq. 0
5. Pregnant females (subset of total) f. l. r. ff. ll. rr.
No. of persons on ART at the end of the quarter who were treated with USG-funded ART (subset
of 2qq.)
ss. 0
2.1 Pediatric ART Care (subset of Lines 1 and 3 in Table 2.0)
Males (0-1 year) a. g. m. s. y. ee.
Males (2-4 years) b. h. n. t. z. ff.
Males (5-14 years) c. i. o. u. aa. gg.
Females (0-1year) d. j. p. v. bb. hh.
Females (2-4 years) e. k. q. w. cc. ii.
Females (5-14 years) f. l. r. x. dd. jj.
Page 1 15-Mar-06
User-specified Reports
Essential Features
1. Site Profile
2. Reporting period
3. Relevant program area or indicator
4. Reporting Format
Example of report
Data Use & Dissemination
• User-specified reports and graphs for program evaluation– Reports by reporting period, region and program
area– Graphs illustrating regional differences and trends
• Automated feedback reports tailored for key audiences– Site-level staff– National and regional government staff
Graphs
Sample Trend Graph 1
Akwa Ibom
Benue
Cross River
0 100 200 300 400 500 600 700 800
31
498
171
405
672
208
530
622
194
# POSITIVE ANC
200920082007
Sample Trend Graph 2
Akwa Ibom
Benue
Cross River
0 200 400 600 800 1000 1200 1400 1600 1800
31
498
171
405
672
208
530
622
194
# POSITIVE ANC
200720082009
Important Considerations• Application use and flexibility of design
– Flexible Database Programming – Parameter Driven– Computer Literacy– Scalability
• Database developer support– Design, tailor and/or maintain database
• IT Support for system– Servers, flash drives, internet access, routine
system backup
Summary• Aggregate databases are an important M&E
tool for data collection, reporting, analysis and use
• A robust, flexible system will include the five essential elements
• With adequate resources and support, a local aggregate database can streamline data collection/reporting and enhance data use and dissemination
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