1. DATIM: Systems Jumpstart
2017 PEPFAR Data and Systems Applied Learning Summit
DATIM: Systems Jumpstart
Notes
Introduce the title of the course and give a brief, 1-2 sentence summary of what you will be covering.
September 12, 2017

2. Introduction to DATIM Basics
Speaker Notes
Provide detailed notes on the topic you will cover and how it fits in to the overall structure of the course.
When writing speaker notes, please consider the following:
What would someone need to know about this content if they are teaching it for the first time?
What concepts are most important for the audience to understand on each slide?
Where might the learners have some confusion about the content, and can you anticipate what that would be and how to remedy it?
Are there any case studies, personal examples, or stories you’ve heard of certain experiences with the topic?
If there is an exercise associated with this topic, how can you set it up so the learners know what to expect (i.e. “You will have the opportunity to practice [skill y] in an activity we will do later in the session.”)
Where can learners go for further information about the topic? This will be expanded upon at the end of the deck, but feel free to mention resources throughout the session as reminders. Remember: repetition is not a bad thing!

3. What is DATIM?
Data for Accountability, Transparency, and Impact (DATIM) is the data collection system used for MER data for PEPFAR.
DATIM is a customized version of DHIS2 Software.
DATIM
Data for Accountability, Transparency, and Impact

4. DATIM core training topics
By the end of this course, users should be familiar with the following aspects of DATIM:
System login and Navigation
Data Entry and Data Validation
Data Verification
Use of DATIM data analytics tools:
Pivot tables
Data visualizer
Dashboards
DATIM
Data for Accountability, Transparency, and Impact

5. Training Overview Demonstration Hands-on Exercise DATIM Resources Q&A
Walkthrough of DATIM features
Hands-on Exercise
Step by step exercises for participants to do to show DATIM understanding
DATIM Resources
Handouts for key exercises
Q&A
DATIM
Data for Accountability, Transparency, and Impact

6. Introduction to Demoland
The preferred DATIM training environment
DATIM
Data for Accountability, Transparency, and Impact

7. What is Demoland
Demoland is a fictional country used for DATIM training purposes
Contains a subset of data elements modeled after PEPFAR data
A place for participants to practice entering and reviewing data
NOT based on any real country or data
DATIM
Data for Accountability, Transparency, and Impact

8. Structure of Demoland There are 2 Regions 8 Districts 120 Sites DATIM
Data for Accountability, Transparency, and Impact

9. User Counts for Demoland
Each participants will receive credentials for 3 accounts
IP Level data entry account (data entry)
Agency (data acceptance and analysis)
Inter agency (Interagency analysis and deduplication)
Accounts will be linked to a common IM and site name
i.e. Parrot IP / Parrot site
During data Entry when working on your exercise please use a “future period” e.g. Oct – Dec 2017 quarter
DATIM
Data for Accountability, Transparency, and Impact

10. User account example
Parrot is a site in Bird district under animal region in Demoland

11. What Browser should I use
Best option: Google chrome
Other Options: Safari, Firefox, Internet Explorer 10 or above, etc.
NOTE : Avoid using Internet Explorer browser older than IE 10
DATIM
Data for Accountability, Transparency, and Impact

12. Having problems? Clear web browser cache
Select your web browser (Chrome, Firefox, Safari, IE)
Follow instruction to clear cookies , cached images and other files
Currently targeted for MER, EA, and SIMS
Quarterly reporting for some data (importantly those harmonized with MoH)
Distinction between FACTS Info (USG only, national level and above) and DATIM (partners plus USG – national level and below). Indicators only (FI has lots more).
Hopefully partners will use a a monthly collection tool (like MoH does).
DATIM
Data for Accountability, Transparency, and Impact

13. Discussion, QA and Demo DATIM
Data for Accountability, Transparency, and Impact

14. Login and Navigation in DATIM

15. Training Overview Understand how to log in to DATIM
Walkthrough DATIM login criteria
Get a valid login for DATIM use during the training
Understand the different DATIM logins needed for the training
Understand how to navigate to Apps in DATIM
Learn how to find different applications in DATIM
Understand how to navigate the org unit hierarchy and find a site
Understand how to change your password
DATIM
Data for Accountability, Transparency, and Impact

16. What I need to Access DATIM
A computer
Reliable internet
Valid username and password
A good browser
DATIM
Data for Accountability, Transparency, and Impact

17. Who gets access to DATIM
PEPFAR Implementing Partners
USG Authorized Staff
HQ Staff
Implementing Agency Staff
MoH Authorized Staff
DATIM
Data for Accountability, Transparency, and Impact

18. Procedure for getting Access to DATIM
Navigate to register.datim.org and submit a request for an account
The account request will be routed to the appropriate User Administrator who will send you an invitation to create an account (MoH users are TBD)
Two s will be sent to you with instructions to create your account
DATIM
Data for Accountability, Transparency, and Impact

19. Initial login screen
A splash screen always displays when you access any DATIM instance
Click “I Agree” to the terms and conditions of the system prior login
DATIM
Data for Accountability, Transparency, and Impact

20. Login Window Key in a valid username and password respectively
Then click on sign in
DATIM
Data for Accountability, Transparency, and Impact

21. Dashboard
Usually the first page when you login is a dashboard, but this can be custom set to any other page

22. Access to Apps from the menu1
1. Click on the “Apps” icon
A list of applications will be displayed for you to select the “app” you would like to use
Most of the functionality is organized in different Apps in the system. To access these click on the “Apps” symbol on the Top menu bar and a list of Apps that you have access to will appear. Click on any of the Apps to open them.
DATIM
Data for Accountability, Transparency, and Impact

23. Customize the Apps menu shortcuts1
Nine apps will be shown at a time in the list. If you want to see more Apps you can click on the “More apps” link at the bottom of the list. That will take you to the full list of Apps.
There you can also rearrange the order of the Apps to make sure your nine most useful apps appear in top and are easily accessible. To re­arrange the Apps, drag and drop the App icons to the desired position.
1. Nine “Apps” are shown by default
To see more “Apps” click on the more Apps tab
Drag the “App” Icon to rearrange the app position
DATIM
Data for Accountability, Transparency, and Impact

24. Access an App by searching for its name
Click on the “App” search box and begin typing the name of the “App” to access i.e. “data entry”
A list of all “Apps” beginning with the keyed in letters will be displayed

25. Locating a site in the organization unit hierarchy
Go to Data Entry App
Then locate the Organizational hierarchy on the left pane
Drill down to the Parrot Site or any other site of your choice 1
Go to Data Entry and show how to locate the Parrot Site in Demoland.
Explain that all sites are organized in a hierarchy with the admin levels of their specific country. Demoland has the following administrative levels:
Country,Region,District
So to find “Parrot Site” expand the Animal Region, then expand Bird District and look for the Parrot Site as show in the screenshot here. Click on the site to select it. The selected site will change colour from black to orange. 2

26. Change your password 1
Click on the “profile” icon at the top right corner of the system
Then click the ‘”Account ” application 2

27. Change your password 1. Type the old password 2. Type the new password
3. re-enter the new password
4. Click on Save 1 2 3 4

28. Discussion, QA and Demo DATIM
Data for Accountability, Transparency, and Impact

29. Data Entry

30. Training Overview Data entry module Attribute selection
Field validation
Offline data Entry
Dataset completion
DATIM
Data for Accountability, Transparency, and Impact

31. Data entry module Open the Apps menu Look for Data Entry App
Click on the Data Entry App
DATIM
Data for Accountability, Transparency, and Impact

32. Find and select your site (organisation unit)1 3 2
1. Expand the Org tree hierarchy
2. Select the site of choice
3. The selected site is auto populated
DATIM
Data for Accountability, Transparency, and Impact

33. Note: A dataset is a collection of data elements and indicators
Dataset Selection
Locate the Dataset drop down
Click on the dataset name of choice, e.g. “MER Targets: Facility Based”
Note: A dataset is a collection of data elements and indicators
DATIM
Data for Accountability, Transparency, and Impact

34. Select a Period for your data1 2
1. Locate the period dimension
2. Go to the period drop down and select the period for which you want to enter data
Note: Each dataset requires a period dimension
DATIM
Data for Accountability, Transparency, and Impact

35. Selecting Funding Mechanism1 2
1. Locate the Funding Mechanism drop down 2. Select the Mechanism name A data entry screen will be automatically loaded for entry.

36. Dataset Navigation DATIM
Best option: Google chrome
DATIM
Data for Accountability, Transparency, and Impact

37. Dataset Navigation cont.

38. Data validation
During data entry one cannot input text in a number field.
If this happens a data violation failure dialogue box will appear

39. Data Validation Rules Validation rules govern how data is entered
If data points fall outside the data validations then we get a validation warning message
Note that there are mandatory and non-mandatory validations

40. Offline Data Entry
If entering data and there is internet connectivity loss, continue entering data
When internet is restored upload the data stored offline

41. Offline Data Entry

42. Dataset completeness
Locate the button “Complete” at the bottom of the page
If you are done with data entry for that particular dataset then click the complete button.
Currently targeted for MER, EA, and SIMS
Quarterly reporting for some data (importantly those harmonized with MoH)
Distinction between FACTS Info (USG only, national level and above) and DATIM (partners plus USG – national level and below). Indicators only (FI has lots more).
Hopefully partners will use a a monthly collection tool (like MoH does).
DATIM
Data for Accountability, Transparency, and Impact

43. Discussion, QA and Demo DATIM
Data for Accountability, Transparency, and Impact

44. Pivot Tables

45. Learning Objectives
By the end of the session participants should be able to:
Generate a table with desired dimensions
Use all the different DATIM Dimensions
Change the layout and options of a table
Save the tables as favourite
Download a table in the different formats
Share interpretations and comments on a saved table
The Facilitator should give and deeper understandings of the subsequent topics to cover in this session.
DATIM
Data for Accountability, Transparency, and Impact

46. WHAT Dimension Using Data elements - both totals and details
Using Indicators
Using Reporting rates
Datasets
DATIM
Data for Accountability, Transparency, and Impact

47. WHEN Dimension Using Period for: Fixed Period Relative Periods DATIM
Data for Accountability, Transparency, and Impact

48. WHERE Dimension Using Organisational Units and Selection mode:
By Orgunits
By levels
By Groups
DATIM
Data for Accountability, Transparency, and Impact

49. Sample Pivot Table using Groupsets
Creating a (TX_NEW and TX_CURR) Pivot Table Using Groupsets:
Step 1 - Go to the pivot table App
Step 2- Select the TX_NEW and TX_CURR technical Area groupset
Step 3 - Select the Result from Result / Target Groupset
Step 4 - Select the DSD and TA support types from the Support Type groupset
Step 5 - Select the Ages from the Cascade age bands groupset
Step 6 - Select the Male and Female from the Sex groupset
Step 7 - Select the Financial year starting in October 2016 – September 2017
Step 8 – Organize you pivot display using the layout option
Step 9 – Click on the Update button to dislay you pivot
DATIM
Data for Accountability, Transparency, and Impact

50. Dimensions (Group sets)
Period
Dimensions (Group sets)
Data
Cascade Age bands

51. Pivot Layout Arrange pivot table layout:
Positioning dimensions in columns, rows or filters
Setting any number of dimensions in any of the lists

52. Pivot Options Table options:
Show totals and sub-totals (Columns & Rows)
Hides empty rows and columns
Show hierarchy
Font size
Legend set
DATIM
Data for Accountability, Transparency, and Impact

53. Favorites Adding a New Favorite Loading an existing Pivot table
Renaming, overwriting and deleting existing
Sharing
DATIM
Data for Accountability, Transparency, and Impact

54. Downloading
Download the data in the current pivot table in different formats (MS Excel, CSV)
Data can also be downloaded in JSON and XML format.
6.7. Downloading data
You can download the data in the current pivot table by clicking on "Download" in the top menu. The data can be downloaded in MS Excel and CSV format. The data table will have one column per dimension and contain names of the dimension items. You can easily create a pivot table in Microsoft Excel from the downloaded Excel file by clicking on "pivot table" in the top panel, then clicking on "create pivot table", then marking the data range in the spreadsheet before clicking "OK".
Data can also be downloaded in JSON and XML format. The data format is specified in the Web API chapter under the "Analytics" section. The data document will use identifiers of the dimension items and will be opened in a new browser window in order to reveal the URL of the request to the Web API in the address bar. This will be useful for developers of apps and other client modules based on the DHIS 2 Web API.
DATIM
Data for Accountability, Transparency, and Impact

55. Sharing
Linking the relevant resources together with text expressing an insight about the data
Writing an interpretation
DATIM
Data for Accountability, Transparency, and Impact

56. Pivot Table Constraints
At least one dimension must be selected on columns or rows.
At least one period must be included in the pivot table.
Data element group sets and reporting rates cannot appear in the same pivot table.
A table cannot contain more than cells for performance reasons.
16.10. Constraints
When selecting and arranging dimensions there are a few constraints that apply. All of these constraints are validated and the pivot table module will provide feedback if any constraint is violated.
At least one dimension must be selected on columns or rows.
At least one period must be included in the pivot table.
Data element group sets and reporting rates cannot appear in the same pivot table.
A table cannot contain more than cells for performance reasons.
DATIM
Data for Accountability, Transparency, and Impact

57. Discussion & Demo

58. Exercise
Create a Pivot table showing Total number of people newly initiated on treatment (TX_New) data for Oct 2016 – February 2017 (Monthly) on all sites under Dog district, Using the Table Layout:
Display the report by Reporting Period
Display the report by district
Save report by district as a favorite
Add report by district to your dashboard
Download the report by District as in excel
DATIM
Data for Accountability, Transparency, and Impact

59. Data Visualizer

60. Learning Objectives
By the end of this session, participants should be able to:
Analyse and Present their data using appropriate chart types and options
Understand key concepts of Series, Categories, and Filters
Save Visualisations as Favourites
Share Visualisations to other users

61. Data Visualizer
The data visualizer module allows users to easily generate;
Dynamic data analysis visualizations using charts and graphs as analysis tools .
Freely select contents (like indicators, periods and organisation units) for analysis
Simple and Easy to use

62. Basic Steps
Access the Visualizer Module through Apps >> Data Visualizer and follow the steps:
Select an appropriate Chart Type e.g. Column, Pie, Bar, etc.
Select the WHAT (indicators, data elements, and reporting rates) to plot
Select the Relative or Fixed Periods [WHEN]
Select the Organisation Unit(s) that you are interested in [WHERE]
Select appropriate Organisation Unit and Data Element Group sets
Update the Visualizer to Visualize the data
Manipulate the Layout (Series, Categories, and Filter)
Manipulate the Chart Options
Save the Chart as Favorite,
Download or Share Chart

63. Step 1. Selecting Chart Type
Eight different Chart Types exist within the DATIM Data Visualizer:
Column, Bar, Stacked Column, Stacked Bar, Line, Area, Pie and Spider
Select any of them from the icons on the top left bar titled Chart Type

64. STEP 2. THE WHAT DIMENSION
The visualizer module can display indicators, data elements and reporting rates in a chart or graph
Indicators
Select Indicator Group e.g. HTS indicator group
A list of all indicators in the group will be loaded. Select by double clicking on it or using a single arrow
Data Elements
Select Data element groups e.g PMTCT
Select the Data elements
Reporting Rates
Select the appropriate Dataset to plot its reporting rate

65. STEP 3. THE WHEN DIMENSION
Two types of periods exist:
Fixed Periods: Select the Period Type, e.g. Yearly and list of fixed year periods appear (Select those of interest)
Relative Periods: Select any of the available relative periods below the fixed period box, e.g. Last Financial Year, Last 4 Quarters, etc.

66. STEP 4. THE WHERE DIMENSION
Using Organisational Units and Selection mode:
Orgunits
By levels
By Groups
Setting global user defined tables

67. STEP 8. CHART OPTIONS
Determine the shape and look of your chart by Specifying the options below;
Show values: Shows the values above the series in the chart.
Hide empty category items: Hides category items with no data
Show trend lines: Visualize how your data evolves over time
Target line value/title: Display a horizontal line at the given domain value.
Range axis max/min: Define the max and min value on both axis
Range axis title: Displays a label next to the range axis (Y-Axis)
Domain axis title: Displays a label below the domain axis (X axis).
Hide chart legend: Hides the legend and leaves more room for the chart.
Hide chart title: Hides the title of your chart.

68. STEP 9. SAVE AS FAVOURITES
Save charts as a Favorite for future use and sharing.
Click on the favorites option
Click Add New and Type the Name of your chart
By default, the Chart Favorite is visible to only the owner
Modify sharing settings, Rename, Overwrite, or delete
Use the chart in your Dashboard

69. STEP 10. DOWNLOADING CHARTS
Download your Charts in two formats
PNG Image file
PDF Document
Under downloads, select the format of interest and download.

70. SHARING
Linking the relevant resource together with a text expressing an insight about the chart
Writing interpretations

71. Discussion & Demo