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Routine Health Management Information Systems: Guidelines for data entry,data aggregation and transmission, and data authorization Developed by NHSRC
1.1 Monthly Data entry will take place every month in the different facilities using the facility wise formats that are assigned to each. Please note that the data entered in each of these formats would only correspond to the services that have been provided by the particular facilities for the month. In the case of the Subcentre, the services will include those provided in the facility and in the outreach area designated for the Subcentre. These include: a. For Subcentre a. SHC monthly MIES data set (see Annexure 1). b. Line listing format for births (see Annexure 2) or Aggregated Line Listing for births (see Annexure 3) in case the State does not want to use the line listing for birth format. c. Line listing for deaths (see Annexure 4). d. Line listing for maternal deaths (see Annexure 5). b. For Primary Health Centre a. PHC monthly MIES data set (see Annexure 6). b. Line listing format for births (see Annexure 2) or Aggregated Line Listing for births (see Annexure 3) in case the State does not want to use the line listing for birth format. c. Line listing for deaths (see Annexure 4). d. Line listing for maternal deaths (see Annexure 5). c. For Community Health Centre a. CHC monthly MIES data set (see Annexure 7). b. Line listing format for births (see Annexure 2) or Aggregated Line Listing for births (see Annexure 3) in case the State does not want to use the line listing for birth format. c. Line listing for deaths (see Annexure 4). d. Line listing for maternal deaths (see Annexure 5). d. For District Hospital/Sub Dvisional Hospital a. DH/SDH monthly MIES data set (see Annexure 7). b. Line listing format for births (see Annexure 2) or Aggregated Line Listing for births (see Annexure 3) in case the State does not want to use the line listing for birth format. Since the District Hospital will be reporting a high number of births, it is recommmended that they report births through the Aggregated Format rather than linelisting. c. Line listing for deaths (see Annexure 4). d. Line listing for maternal deaths (see Annexure 5). e. For District/state a. District monthly stocks (see Annexure 8). b. District FMR dataset (see Annexure 9). c. State FMR dataset (see Annexure 12) f. For other institutions (like dispensaries, urban centres, private facilities etc) For other centres, it must be determined what are the services being provided, and to what it is equivalent to (SHC, PHC, CHC, DH/SDH etc), and accordingly the corresponding formats would need to be provided to them. In some cases a degree of customization may be required for the formats. For example, if a dispensary has a doctor but no lab or inpatient facilities, then the PHC MIES data set would need to be accordingly customized by removing the data elements relating to facility based deliveries and lab testing. If help is required for carrying out the required customization, the State is welcome to approach NHSRC for the same who will design for them the required format. 1.2 Quarterly a. For District a. District quarterly data set (see Annexure 10). b. For State a. State quarterly data set (see Annexure 11). 1.3 Annual a. District Annual data set (see Annexure 13). b. State Annual data set (see Annexure 14).
1. No aggregation of data will take place at any of the individual facilities. Aggregations required by a facility (for example of a PHC area) will be treated as a report (NOTE: NOT AS A DATA ENTRY FORMAT). This report will be generated at the first point where the computer based data entry is taking place (the Block in most cases, and in a few cases the PHCs) and will be provided as a feedback to the particular facility. 2. The first point of aggregation will take place at the block. All the paper filled facility based data sets for the month will be received at the Block, and data entry will take place facility wise using the DHIS2 application that will be installed at the Block office computer. If the facility wise hierarchy is not defined in the application, then all the data will be compiled into a “Block aggregated MIES data set” (see Annexure 15) and this will be entered into the DHIS 2 application using the Block aggregated MIES data set that is provided. In case, there is no DHIS 2 application installed in the Block office, then the paper based Block aggregate MIES data set will be compiled for the month, and the same will then be transmitted to the district office. 3. The second point of aggregation will be the District office. Aggregation will take place of the following: a) Block aggregated Monthly MIES data set that is received from the different blocks in the district; b) All the facility based monthly data sets received from those facilities that are sending their data directly to the district office (for example, the District Hospital and SDH); c) the District Monthly Stock data set that will be filled directly at the district office. Through this aggregation process, all the district consolidated MIES reports (Monthly, Quarterly and Annualy) will be generated, and electronically uploaded into the Ministry of Health web portal. One copy of the entire database will be stored in the State DHIS2 application that is running on the State server. 4. The third point of aggregation is the state, where all the state monthly, quarterly and annuall reports will be generated. Aggregation will be carried out by taking all the district consolidated reports (as described in point 3 above) and all the state specific data entry that has been carried out at the state level (quarterly, FMR, annually). State aggregated reports generated will be uploaded electronically into the Ministry of Health web portal, and a copy of the same will be available in the State specific DHIS2 application running on the state server. Notes: 1. States must specify the different dates by which the completed facility specific data sets must be completed and received at the blocks, and also for the receipt of the block aggregated reports and other facility data (from district hospital/SDH etc) at the district level. 2. As a general principle, for computerization each level will maintain the database for two levels below, implying: a. The block database will hold data for two levels of the PHC and SHC. b. The district database will hold data for the level of the Block and PHC. Where facility wise data is not being collected, the block aggregated data will be maintained. c. The state database will hold data for the district and block aggregation.
A process of data authorization at each level has to be put in place. The following process is suggested: 1. All the facility based datasets should be checked and verified before its transmission to the block or district office as the case may be. At least two copies of the dataset should be prepared, and after being signed (with stamp and date) by the approving authority (to be designated by the CMO), one copy of the same should be transmitted and one should be filed in the facility records. 2. At the block or district level where the facility based datasets are received, only those that are duly signed and verified would be accepted for the next stage of data entry. Unsigned data sets would need to be sent back to the concerned facility for the due authorization. 3. At the block level, after data entry is carried out, the required aggregated reports will be generated. These reports will then need to be scrutinized and verified for correctness and quality. Only after this is done, one paper report must be duly signed (with stamp and date) by the designated authority and retained by the office, and another copy to be sent to the next level. The electronic copy of the data (as an exported file) is also sent to the district office. If the DHIS 2 application is not running at the block level, then the process of verification and signing must be carried out only on the paper formats. In other words, where the application is running, we will continue to have a manual system of verification that will back up the electronic one. 4. At the district level, reports will be generated based on the verified data received from the blocks, monthly stocks, and district facilities (district hospital/SDH etc). A paper copy of the generated report must be verified (signed and stamped) and maintained at the district office and another copy sent to the state office. After verification, the report can electronically be forwarded to the state through the web portal. 5. The state will confirm the reports and forward to the national level through the web portal after due verification. A manual copy of the verified and forwarded reports must be filed in the state records. Note: 1. The state must designate for all levels and facilities who will be the verifying authority.
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RESOURCE CENTRE HMIS Guideline