Strategic Information Management System. Reorientation training of all reporting unit users. Haryana SACS. Training Report

Transcription

1 Strategic Information Management System Reorientation training of all reporting unit users Haryana SACS Training Report (19 th to 24 th Dec 2011) Monitoring & Evaluation Division Haryana State AIDS Control Society C-15, Awas Bhawan, Sec-6, Panchkula, Haryana 1

2 Contents S.No Title Page No. 1. Acronyms 3 2. Executive 4 summary 3. Overview 5-6 &Objective of training 4. Highlights of day to 6 5. Issues observed 9-11 during Training Feedback of participants 5. Action Points & 14 Conclusion 6. Annexures 15 Annexure A- Training Agenda Annexure B- List of participants Annexure C- Feedback form Annexure D- Post test Form Annexure E- Trainijng pics Separate as excel sheet

3 Acronyms SIMS CMIS MIS NACO SACS DAPCU ICTC STI BB CCC TI NGO FSW IDU MSM LT M&EO Strategic Management Information System Computerized Management Information System Management Information System National AIDS Control Organization State AIDS Control Society District AIDS prevention & Control Unit Integrated Counseling and Testing Centre Sexually Transmitted Infection Blood Bank Community Care Centre Targeted Intervention Non Government Organization Female Sex Workers Injecting Drug Users Men who have Sex with Men Lab Technician Monitoring & Evaluation Officer 3

4 Executive Summary One day SIMS reorientation training of all reporting unit users was conducted from 19 th to 24 th Dec 2011 at conference hall, Hotel Pallavi, Sec-5 Panchkula, Haryana. 238 participants from 283 Reporting units received training (84%). Excluding 55 newly opened FICTCs, attendance rate was 98% (55 FICTC participants are to be trained for SIMS on 12 th Jan 2012 in their ICTC training at Haryana SACS).The participants comprised of Counselors of ICTC and STI clinics, LTs of Blood Banks, Data manager of CCC and M&EOs/Project Managers of Targeted Intervention NGOs. Resource Persons from NACO, Vyamtech, Gujarat SACS and Haryana SACS facilitated the training. The purpose of the training was to impart technical skill regarding SIMS software to all designated staff with special emphasis on online and offline data entry and understanding of individual SIMS formats. Pre prepared resource material was used for providing knowledge and developing skills onsims Software and format understanding. The expected training outcome was to increase their knowledge about SIMS software and formats and ensure high quality SIMS data entry at their level. The training was participatory as most of the sessions were conducted based on the learning needs of the participants. Besides explanation using PPTs slides, online demo and hands on practice and participatory discussions were done. The training encouraged open discussions. The sessions were summarized in the end of each session. 4

5 Overview of SIMS reorientation training NACO launched NACP-III in 2007 with the objective to halt and reverse the spread of the HIV/AIDS epidemic in India. In order to meet the objectives of NACP III, NACO needed a robust Reporting and Monitoring Mechanism that provided the base for developing SIMS. SIMS is a web based integrated monitoring and evaluation system. It is a centralised system that allows users to capture the data at various levels like Reporting Unit, District Level and State Level. It enables them to view the data whenever required as soon as the data is keyed at the reporting unit level. It eliminates the tasks associated with software patch updates, data merging. The key benefits of SIMS system are to increase the efficiency of M&Es by saving their manual monitoring efforts for the reporting unit data, improving data transfer mechanisms using web-enabled and efficient data management from reporting unit to national level, provision for both Online and Offline data entry for centres having poor connectivity, easy tracking of the progression of epidemic with respect to demographic characteristics and geographical area including Geographical Information System (GIS) support and real time availability of data from different data sources for better decision-making. In Haryana, there are 88 standalone ICTCs, 55 newly designated Facilitated ICTCs, 28 designated STI clinics, 62 NACO supported Blood Banks, 1 CCC, 1 DAPCU and 48 Targeted Intervention NGOs from where monthly CMIS reports are received. Counselors at ICTC and STI clinics, LTs at Blood Banks, data mangers at CCC and M&E Officer/Project Manager of TIs are designated for monthly reporting under the supervision of facility in charges. SIMS data entry is to be started at all these 283 reporting units from april 2011 till date. For that, at least one personnel of each reporting unit (involved in reporting) needed to be trained in SIMS software as well as respective formats. Though SIMS training of all reporting unit users of Haryana was carried out by NACO in the month of Apr-may 2011, but due to long time lag between training and SIMS roll out, there was need for reorientation training before beginning actual data entry in SIMS software. 5

6 Dates of the Training 19 th to 24 th Dec 2011 Venue of Training Conference hall, Hotel Pallavi, sec-5, Panchkula, Haryana Resource persons 1. Ms Priyanka Bhatt, M&E Officer, NACO, New Delhi (19 th -20 th Dec 2011) 2. Mr P P Gupta, M&E Officer, Gujarat SACS (19 th 23 rd Dec 2011) 3. Dr Bindya Jain, State Epidemiologist, Haryana SACS (19 th 24 th Dec 2011) 4. Mr Manoj Bansal, Vyamtech, Chandigarh (21 ST Dec 2011) 5. Mr Neeraj Mishra, Vyamtech, New Delhi (22 nd - 24 th Dec 2011) Participants (who attended Training): 1. Counselors of 87 standalone ICTCs and 14 FICTCs 2. Counselors of 24 STI clinics 3. LTs of 61 Blood banks 4. Project Managers/M&E Officers of 45 TIs 5. Data Manager of 1 CCC Objective of Training The objective of the training was to impart technical skills pertaining to SIMS software viz., online and offline data entry in SIMS software and understanding of respective SIMS formats to all reporting unit users of Haryana to carry out complete, timely and high quality SIMS data entry at their sites. 6

7 Highlights of Training Training sessions Each day of training comprised of 4 sessions as per agenda (Annexure A) 1. Overview of SIMS software and SIMS data entry 2. SIMS Format 3. Live online demo of SIMS online and offline data entry 4. Group discussion on format among participants and group practice on SIMS data entry Since same sessions and agenda were followed in all six days of training, highlights of training can be summaries as: Highlights of Day 1 to 6 [19 th 24 th Dec 2011] 30 ICTC counsellors attended training on day 1, 39 ICTC counsellors attended training on day 2, 31 ICTC counsellors attended training on day 3, 46 blood bank LTs and 1 data manager from CCC attended training on day 4, 16 blood bank LTs and 24 STI counsellors attended training on day 5 and 51 PM/M&E Officers/Accountants from 45 TIs attended training on day 6. (Annexure B) Ms. Priyanka Bhatt, M&E Officer, NACO briefed about the SIMS software and its phase wise roll out all over India. She threw light on conception of SIMS reporting and how it is better than CMIS reporting. Dr Bindya Jain, State Epidemiologist, Haryana SACS told about overview of training, objectives of training, introduction to SIMS, how SIMS differs from CMIS, conceptualization of Reporting Unit Levels in SIMS, scheme of Data Flow in SIMS and dos and don ts to remember while reporting in SIMS. She also explained steps for Online MIS Report Entry in SIMS in detail. Mr P P Gupta, M&E Officer, Gujarat SACS explained respective formats in detail. Each section of format was discussed and compared to CMIS format for understanding of right data capturing in fields. He also discussed about offline data entry in SIMS and its ease in case of poor and no internet connection at reporting unit site. On line live MIS data entry was demonstrated by Mr Manoj Bansal, Vyamtech Chandigarh (21 st Dec 2011) and Mr Neeraj Mishra, Vyamtech, New Delhi (22 nd -24 th Dec 2011). 7

8 Post lunch, Group discussion on ICTC format was done that was mentored by Mr P P Gupta and Dr Bindya Jain. Number of issues were raised in group meetings that were cleared on spot. Hands on practice on SIMS data entry was given to participants in groups, mentored by Mr P P Gupta, Dr Bindya Jain and Ms Kavita Pannu, Statistical Assistant, Haryana SACS. In the end participants test (Annexure D) was conducted for understanding of SIMS software and their Feedback (Annexure C) was sought for their observation and steps for improvement for training. Outcome of the training Knowledge and skill about Data entry in SIMS and filling up of respective SIMS formats imparted effectively to all 238 reporting unit users of ICTCs, STI clinics, Blood Banks, CCC and TIs. 8

9 Issues observed SIMS software and data entry Every time view or verify tab is clicked, pop up blocks window to open on screen. So all participants were advised to allow pop ups for SIMS website in their computer so that view and verify windows can be opened. Some of the participants pointed their units was reported in wrong sub district. It was made clear that information of all reporting units will be verified for their correct sub district and location. Sub modules in Report module is not working properly so it is not possible to get correct data status report and data entry items report. It was requested to Vyamtech personnel to rectify it earlier for smooth functioning of SIMS reporting. Project once added to any Targeted Intervention is not possible to be deleted. So it will create confusion at TI level. So Vyamtech personnel were requested to enable deletion of wrong project at SACS level. SIMS formats: General issues Master Information section of all formats is disabled in SIMS formats. It should be enabled at reporting unit level as it will allow SACS to make correction in wrong information and also to update any change in information SOS. In stock sub section of all formats, Opening stock is auto calculated so no figure can be added to it. For first month (April 2011) data entry, balance stock of previous month (March 2011) is ideally to be added up in number received/collected during reporting month. But format is not taking added up figure (due to auto checks) and giving error in reporting. So for the month of April 2011, opening stock column should be enabled for correct and complete data capturing. 9

10 ICTC There was concern among participants whether NGO clients should be shown in client initiated column or provider initiated column in ICTC reporting. After telephonic with Dr Raghuram Rao, Programme Officer, ICTC, NACO, it was confined that all NGO clients are to be considered clients initiated clients until and unless they are referred by medical doctor. In section B sub section 5 for details of occupation for HIV testing and positive cases, there is no provision for Sex workers and house wives. So participants were told to add sex workers in self employed type and house wives in unemployed type of occupation. There is need of creating these two rows in occupation details. In section C sub section 2a for consumables list for indicator no. 14, nevirapine syrup, alpha numeric figure should be allowed as it needs to add in ml (2ml, 3ml, etc) and not numbers (1,2,3 etc) as it is accepting numeric figure only. In section D sub section 1, indicator number 6 should be opened for during labor also as HIV positive pregnant women can appear in any trimester in labor. Blood bank In section 1 sub section iii, about blood components details there is no column for adding information regarding discarded blood units. So participants were told to add component wise discarded units detail in column of units supplied. There is indicator in format for total discarded units. In Section 1, sub section iv under details of blood units discarded, auto calculated total should be added Sexually Transmitted Infection There was concern among participants regarding Section 5 of STI format for Presumptive Treatment (PT) and Regular STI Check up (RMC). They were told clearly to add any client in PT or RMC row only once and there should be no duplicacy even if clients avail both the services together. 10

11 Targeted Intervention There was concern among participants regarding Section 5 of STI format for Presumptive Treatment (PT) and Regular STI Check up (RMC). They were told clearly to add any client in PT or RMC row only once and there should be no duplicacy even if clients avail both the services together. TI NGOs were concerned about filling up separate Finance managem,ent format. They were told clearly that finance management format is to be filled up separately by FSW/MSM/IDU Targeted Intervention NGOs and one by composite TI NGOs and migrant TI NGOs need not fill up separate finance management format since it is incorporated in their finance management section of format. 11

12 Feedback of participants Feedback from participants was sought for following information (Annexure C): 1. Participant s Observation on reorientation training 2. Rating of reorientation training programme 3. Suggestions for improvement Feedback was received from 156 participants out of total 238 who attended training. The observations are as follows: s.no. Indicators observations Remarks 1 Participant s 48 respondents found training was Though all the participants Observation on good and informative were asked to submit their reorientation training 16 participants said that trainers were good and cooperative 15 participants appreciated training arrangements According to 14 participants, SIM software is good, easy and saves time feedback but only 156 of them complied. We received positive feedback on their observation on training as a whole but only 109 out of 156 expressed their observations. 13 said that training Improved his/her skills and reporting methods 3 observed that every point regarding SIMS was discussed in detail 2 Suggestions Most of the participants (27) said that Only 64 out of all respondents for Computer Practice was required gave their suggestions for improvement Many (12) demanded stay allowance should be more than Rs 500/- Many participants (11) suggested that SIMS training should be periodically repeated Many participants (10) demanded more discussion on formats Few of them (4) said that training should be of two days- 1 st day theory improvements. Participants were provided with their login ID and passwords and were told to do practice at their sites on SIMS Training site for further hands on practice as this will improve their skill before actual data entry in SIMS. and 2 nd day practical 12

13 Number of responses 4. Rating of Training as per scores given by participants: Rating of Training by Participants Training material Training methods Discussion on formats Discussion on sims log in practice session Group discussion Responsiveness to queries by mentors 5 (Outstanding) 4 (Excellent) 3(Good) 2(Satisfactory) 1 (Not satisfactory) Remarks: 1. Maximum participants appreciated training methods (61) and Training material (49) 2. Many appreciated Discussion on SIMS data entry (47), Formats (44) 3. Many of them were satisfied with practice session (34) and group discussion (38) 4. About 44 participants rated trainer s responsiveness to queries as better 13

14 Action points 1. Participants have been given their SIMS Login ID and password and are asked to practice on SIMS data entry at SIMS Training site. 2. They have been directed to prepare 9 months reports (Apr- Dec 2011) on SIMS format by 15 th Jan 2012 and discuss with M&E Division SACS for any difficulty in filling up format. 3. The sites where internet connection is poor or with no connection or where there is no computer has been asked to use cyber café and they will be paid for that as per NACO guidelines. 4. The sites where reporting staff is not proficient in basic computer, for initial reporting SACS will assist them till they get oriented to SIMS reporting. 5. This training will be supported by supervisory visits of SACS Officials to support and monitor the correct and complete SIMS reporting for initial three months. 6. FICTCs training is scheduled for 12 th Jan 2012 where all 55 FICTCs reporting personnel will come. They will be trained on SIMS data entry in that training. Conclusion The training program as a whole was quite intensive and interactive. All the participants were made sensitized to SIMS software, online and offline MIS data entry and understanding of their formats for its implementation at their sites under strict quality control. 238 (84%) reporting unit users of 232 reporting units were trained out of 283 reporting units. Out of 55 newly opened FICTCs, 14 FICTC reporting personnel attended training. FICTC staff will be trained for SIMS on 12 th Jan 2012 in their ICTC training at Haryana SACS. Excluding FICTC staff, overall 98% reporting units users are trained in SIMS reorientation training. 14

15 Annexure A SIMS Reorientation Training for Reporting Unit Users, Haryana SACS Date: 19 th 24 th Dec 2011 Venue: - Conference Hall, Hotel Pallavi, Sec-5, Panchkula Resource Persons: - Ms Priyanka Bhatt (M&E Officer, NACO), Mr P P Gupta (M&E Officer, Gujarat SACS), Dr Bindya Jain (State Epidemiologist, Haryana SACS), Mr Manoj Bansal (Vyamtech, Chandigarh), Mr Neeraj Mishra (Vyamtech New Delhi) and Ms Kavita (Stats Asst., Haryana SACS) Participants:- Project manager/counselors/lts of : TI, ICTC, STI, BB, CCC, DAPCU Agenda of Reorientation Training Time Topics Resource persons/mentors 10.00AM AM 11.30AM-1.00 PM Strategic Information Management System software: Overview Login Data entry online Data entry offline Strategic Information Management System: Definitions Format Dr Bindya Jain State Epidemiologist, Haryana SACS Mr P P Gupta Monitoring &Evaluation officer Gujarat SACS 1.00PM PM 2.00PM 2.30 PM Strategic Information Management System: LIVE Demonstration Lunch Break Mr Manoj Bansal, Vyamtech, Chandigarh Mr Neeraj Mishra, Vyamtech New Delhi 2.30PM- 4.30PM Group discussion on reporting format Hands on Practice on SIMS Software Mr P P Gupta Dr Bindya Jain Ms Kavita Pannu PM Post Test Feedback from participants Ms Kavita pannu Statistical Assistant, Haryana SACS 15

16 Annexure C Feedback Form Strategic Information Management System Reorientation training of Reporting unit users, Haryana State AIDS control society C-15, Awas Bhawan, Sec-6, Panchkula, Haryana Venue: Hotel Pallavi, Sec-5, Panchkula, Haryana Date: 19 th 24 th Dec Your observation on reorientation training: Rating: 5 Outstanding; 4 - Excellent; 3 Good; 2 Satisfactory; 1 - Not-Satisfactory Contents Comments Training material Training methods Discussion on Formats and definitions Discussion on SIMS log in and data entry Practice session Group discussion Responsiveness to your queries by Resource persons 3. Suggestions for improvement: 16

17 Annexure D Post- Test form SIMS Reorientation training of Reporting unit users, Haryana State AIDS Control Society,C-15 AWAS Bhawan, Sec-6, Panchkula, Haryana Venue: Hotel Pallavi, Sec-5, Panchkula, Haryana Date: 19 th 24 th Dec 2011 (All the questions are compulsory, encircle only correct option & don t write your name on form.) 1. What is SIMS a. Strategic Management Information System b. Strategic Information Management System b. Student Information Management System d. School Information Management System 2. Mark the correct option, SIMS: a. Doesn t need internet connection at all b. Needs internet connection always b. It is internet based tool for reporting d. It has no provision for offline data entry 3. What can be done with SIMS? Mark the correct options (one/multiple) a. Data entry b. Monitoring of reports c. Customized report generation d. Data analysis e. Data modification at all levels 4. How many modules are in SIMS a. 1 b. 2 c. 3 d Which is not SIMS module a. Admin b. Admin master c. Reports d. MIS 6. Which module is used for data entry b. Admin b. Admin master c. Reports d. MIS 7. Which is reporting unit type at district level a. SACS b. DAPCU c. ICTC/STI/TI/CCC/BB d. NACO 8. The report is Sub district draft at which level a. SACS b. DAPCU c. ICTC/STI/TI/CCC/BB d. NACO 9. Data can be modified at which level a. SACS b. DAPCU c. ICTC/STI/TI/CCC/BB d. NACO 10. Reply with Yes/No a. Can one modify saved MIS report that s is not forwarded yet b. Can one modify MIS report if it is reset by higher level c. Can one forward report without verifying d. Can report be forwarded without adding comment e. Once report is entered at reporting unit level, will it be visible at NACO level f. Is it possible to change the password at reporting unit level g. If internet is not available, is data entry possible in SIMS h. The file to be uploaded in offline data entry is in XML format and not Excel 17

18 Annexure E Training Pictures Pic 1- Dr Vijay Garg (Additional Project Director), Haryana SACS welcoming participants for SIMS reorientation training at Hotel Pallavi, Sec 6, Panchkula Pic 2- Ms Priyanka Bhatt, M&E Officer, NACO, New Delhi briefing participants regarding SIMS overview and how it is rolled out phase wise in India 18

19 Pic 3- Participants listening attentively in one of the session Pic 4- Responding to participants queries 19

20 Pic 5 - Dr Bindya Jain, State Epidemiologist, Haryana SACS discussing SIMS software in one of the session Pic 6- Mr P P Gupta, M&E Gujarat SACS, discussing SIMS Format with participants 20

21 Pic 7- Mr Neeraj Bansal, Vyamtech, Delhi demonstrating LIVE SIMS Log in and data entry Pic 8- One of the Group discussion on SIMS Formats 21