1. Essential Elements of An Aggregate Database Frank Oronsaye and Chiedozie Anunobi ICAP Nigeria M&E

2. 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

3. Aggregate Databases Should Support Data Collection and Use Cycle

4. 5 Elements of Aggregate Database User-defined Sites and Indicators Data Collection & Validation Import/Export Reporting Feedback and Dissemination

5. 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

6. Site Setup

7. Program Area Setup

8. Sub Program Area Setup

9. 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

10. 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

11. 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

12. Uploaded to NG central DB

13. 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

14. 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 UniversityFacility: 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. Totale.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. Totale.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

16. User-specified Reports Essential Features 1.Site Profile 2.Reporting period 3.Relevant program area or indicator 4.Reporting Format

17. Example of report

18. 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

19. Graphs

20. Sample Trend Graph 1

21. Sample Trend Graph 2

22. 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

23. 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