Implementation of where,

when, what attributes

Organization units, data elements, indicators, periods
 Objectives
Introduce how the “where”, “what” and “when”
aspects of DHIS2 are implemented in the system
 WHERE – Organization units
First level (Highest): MoHSW
Data access at the central level
Central point for DHIS2 users and settings administration
Data reporting for the whole country

Second level: Regions

Data access at regional level
Data reporting for the whole region

Third level: Councils/Districts

Data entry point
Data access
Data report

Fourth level: Facilities

Data entry point
Data report
 WHERE – Organization units

MoHSW

Region 1 Region 2

Council 1 Council 2 Council 3

Dispensary
Facility 1 Hospital1 Facility 2
1
WHERE – Organization units – Data access
User only access assigned level and all
its lower levels
WHERE – Organization units – Data access
User access assigned level
Each level
 WHERE – Organization units – Data entry
First level (Highest): MoHSW
Data access at the central level
Central point for DHIS2 users and settings administration
Data reporting for the whole country

Second level: Regions

Data access at regional level
Data reporting for the whole region

Third level: Councils/Districts

Data entry point
Data access
Data report

Fourth level: Facilities

Data entry point
Data report
 WHERE – Organization units – Data reporting
First level (Highest): MoHSW
Data access at the central level
Central point for DHIS2 users and settings administration
Data reporting for the whole country

Second level: Regions

Data access at regional level
Data reporting for the whole region

Third level: Councils/Districts

Data entry point
Data access
Data report

Fourth level: Facilities

Data entry point
Data report
 What -- Data elements
Explains what we collect and analyse
e.g. "Malaria new cases", "Total Population", "1st ANC visits",
"Measles doses given“; Idadi ya Wajawazito Waliotegemewa wa
umri chini ya miaka 20 (ANC form)

Sometimes referred to as Indicators in other contexts

in DHIS data elements and indicators are not the same!

Describe the raw data, e.g. the counts and not the coverage

Can be further disaggregated using categories, e.g. "Measles doses

given" + <1y / >1y
 What - data elements - type
Routine Data Element: is data that is collected at regular intervals
through mechanisms designed to meet predictable information needs: Such
as Total OPD cases / total delivery in a month.

Semi-permanent Data Element: is data that changes at after

relatively longer intervals of time (say annually) as compared with routine
health data. For example, data on population in a district.
 WHAT – data element – groups/categories
Data element groups: Some data element are group into different categories to make it easy
to generate selected reports
Disaggregation (dimensions to data values)
Deciding the detail on how data values are collected and stored
e.g "Malaria new cases" + <5y + Male
A data element can be linked to one category combination
A data value is linked to a category option combination

Data
element
group

Data
elements
 WHAT – data element - Access
Each data element is linked to a data collection form
User access all data elements for the forms linked to the facilities he/she is
privileged to view
 WHAT – data element - Reporting
Each data element is linked to a data collection form
User access all data elements for the forms linked to the facilities he/she is
privileged to view
 WHAT – data set
Data set is a collection of data elements into a logical data collection tool
In DHIS2 it acts as a transformation of the paper based forms into digital
forms
WHAT – data set - example
 WHAT – data set - access
Data entry
Each facility is assigned data set related to services it offers
HMIS country coordinators coordinate allocation of forms (data sets)
into DHIS2
Apps > Data entry
Select “WHERE” organization unit
Select form (data set) to fill data
 WHAT – data set - reporting
Pivot table
Reporting rates: summaries of percentages of facilities forms/data set
data submission
Apps > Pivot table > Select form under reporting rates > define period
(when) and organization units (where)

Reports
Data set report: summaries of data entered for the given form/data set
and selected period
Apps > Reports > data set report > Data set > Define organization unit
(where) > Define period (when)
Reporting rate summary: summaries of number of forms submitted
and count of ones submitted on time for each data set
 When - Period dimension
Periods are organised by types/frequencies;
Monthly, Quarterly, Six-monthly, Yearly
Most data is collected monthly
IDSR weekly, HR quarterly, Population yearly

Reports can be monthly or aggregated to

bi-Monthly, Quarterly, Six-monthly, or Yearly (and cumulative
throughout the year)

Fixed periods
2013, March 2014,

Relative periods can be used to allow easy reuse of report

layouts and charts
Last month, last quarter, this year etc.
Periods selection – Pivot table
Periods selection – data entry
 What - Indicators

Indicator: a reflection of tracked data elements or situation in terms of a

numeral count, ratio factions, percentages etc.
Ratio/Fraction indicators:
Used to express an indicator as a fraction of two sets of data
elements
 What - Indicators
Examples
Birth by skilled attendant
Type: Percentage (factor=100)
Numerator: “Skilled birth attendants”
Denominator: ”Total Deliveries”

Measles coverage under 1 year

Type: Percentage (factor=100)
Numerator: “Measles doses given <1 year”
Denominator: ”Population <1 year”25/11/2014
DHIS2of Indicator (2)