Strengthening Data Management under
National AIDS Control Programme in India through Web-based
Strategic Information Management System
Abstract : THAE0105LB
Presenting Author:
Dr S.Venkatesh
Deputy Director General www.aids2014.org

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Data Generation
Data Analysis-
Dissemination
Data Use Capacity Building
HIV Sentinel
Surveillance
Epidemiological
Analysis
Policy/ Strategy
Epidemiological
Analysis
Behavioural
Surveillance
Programme
Monitoring
HIV/AIDS
Research
Evaluation &
Impact
HIV Estimations
& Projections
Technical
Reports &
Workshops
Website & Data
Sharing
Epidemiological
Profiling
District
Categorisation
Annual Action
Plans
Modeling
HIV/AIDS
Research &
Ethics
Tools – MS
Office, SPSS,
SAS...
Institutional Collaboration & Cross-learning

• Fragmented data collection tools
• Inadequate quality control measures
• Difficulty in undertaking integrated analysis
• Limited data use at lower levels of programme management
• Limited options for advanced data analysis
• No data visualisation options
SIMS developed as a solution to improve data management, analysis & use www.aids2014.org

Programme
Management
Planning,
Policy Making
Outcome / Impact
Assessment
Learning Forums
Dashboard & Key
Indicator Update
SAS
Analytics &
SAS
Business
Intelligence
Programme
Progress Reports
External Evaluation
Reports
State of Epidemic and Response
Published
Research Reports
Sources of M & E
Reports thru SIMS
Surveillance Evaluations /
Assessments
SAS Data
Integration
Research and
Studies
Source: Operations Manual for SIMU, August 2007

• Knowledge products
• Knowledge sharing
• Knowledge translation
Knowledge
Management
& Translation
Preprogramme
Assessments
• Surveillance & Estimations
• Mapping & size estimation of HRGs
• Epidemiological profiling and categorization
• Research for Piloting new/ innovative intervention models
• Impact assessments
• Cost-effectiveness
Analyses
• Concurrent Evaluation www.aids2014.org
Programme
Evaluation
Inprogramme
Assessments
•Program monitoring
(inputs and outputs)
•Measuring program outcomes
•Research related to program implementation

 A web-based application with sophisticated tools for data analysis & integration from data sources/platforms for data entering, monitoring, analyses
& reports generation
 Has provision for offline data entry using MS-Excel
 Has enhanced transparency – One version of data available for NACO/
SACS/DAPCU /RU
 Launched in August 2010
 Personnel trained in 4 phases
 All India rollout in a phased manner from 1 st August to 1st Dec, 2011 www.aids2014.org

 An Integrated Web-based
Reporting, Data Management &
Decision Support System
 Individual level reporting from
ICTCs & ART Centres  Moving towards HIV Case Reporting
 Reporting Unit based data capturing - Monthly reporting
 Modular, Expandable & Scalable with Slice & Dice capabilities
 from over 20,000 reporting units  Intelligent analysis for data use across the country (includes at all levels
15,538 ICTCs/FICTC, 1,137 DAC
 Standard & Custom Reports supported Blood Banks, 1,136
 Options for advanced analysis
STI, 1,825 TI, 162 LWS, 1,295 using SAS
ART & Link ART Centres)

Linked to GIS System for spatial
Automatic aggregation of key analysis indicators
 Integrated with all other
 Has options for dissemination of standard outputs through databases such as Surveillance,
Share Point Portal
PLHA database, survey data, etc www.aids2014.org

•
Enhances transparency & credibility of data, as only one version of centralised validated data is available from Reporting Unit (RU) to
National level level at any given point in time.
• Provides real time access to data at all levels. Can be used for real time monitoring of field activities.
•
Though design is web-based, entry can be done both in online & offline formats. No need for continuous internet connection at RU.
• Can manage multiple types of users at all levels through rightsbased user management. Facilitates stakeholder involvement in
SIMS management.
• Provides options to build in robust validation checks to improve data quality.
www.aids2014.org

• Allows for generation of customised dashboard reports on key indicators for each programme component at any level
• Provides multiple options to carry out different types of analyses of data, from simple aggregations to advanced statistics, all through one platform
• Facilitates effective presentation of key outputs, including tables, graphs, maps etc. & wider dissemination through portal
• Improves decision making by enhancing ease with which data across different sources can be triangulated, due to its integrated model
• Has built-in consistency checks & alerts to programme managers when data goes beyond (above/below) acceptable thresholds
• Has huge potential to become a customised Decision Support
System for programme managers at different levels www.aids2014.org

Data Flow
Reporting Unit
(Sub-District Level)
Direct reporting if no DAPCU
DAPCU
(District Level )
SACS
(State Level)
NACO
(National Level)
Use data to evaluate performance against targets
Monitoring and
Data Quality
Feedback to
RU
Use data to assess districtlevel trends
Monitoring and
Data Quality
Feedback to
DAPCU and/or
RU
Use data to assess state-level trends and high priority districts
Monitoring and
Data Quality
Feedback to
SACS
Use data to inform resource allocations
Feedback

Module
Admin
MIS
Reports and
Analytics using SAS
Functions
Reporting Unit creation & management (activate, deactivate, edit, delete)
User creation & management (activate, deactivate, edit, delete)
User access rights management
Unlocking accounts/ Resetting passwords
Data entry formats
Validation checks on data entry
Searching, viewing, modifying & exporting data
Captures input data into customised tabular outputs www.aids2014.org
Summarizing & viewing key indicators (Dashboards)
Monitoring data entry, reporting & forwarding
Analysis including triangulation & spatial analysis

15,538
1,825
162
1,136
2013
398
1,295
4,132
127
TI: Targeted Intervention
(Urban MARPs)
LWS: Link Worker
Scheme (Rural MARPs)
STI: Sexually
Transmitted Infections
CSMP: Condom Social
Marketing Programme
ICTC: Integrated
Counseling & Testing
Centre
ART: Anti Retroviral
Treatment
778
2007
30
845
194
TI
TI
LWS STI CSMP
No. of
Dists.
No. of
Clinics
No. of
Dists.
ICTC
No. of
Centres
ARTC
No. of
Centres

•
Outreach coverage
• Facility linkage
• Commodity Distribution
• Staffing & Training
NGO’s for
Targeted Interventions
Community Support Centre
• Patient Volume
• Patient Symptoms
• AIDS demographics
• Opportunistic
Infections
•
Enrolment
• Treatment
• Adherence
• Inventory Mgmt
• Staffing
ART Centres
ICTC
• Service volume
• Profile of Positives
• In & Out Referrals
F-ICTC (CHC/PHC)
•
General Health data
Blood Banks
• Volume & Profile
•
Testing Results
• Inventory Mgmt
NACO SACS DAPCU
Strategic Information
Management System
STI Clinics
• Clinic volume
• Syndromatic Diagnosis
• Coverage of ANC syphilis screening
• Laboratory Procedure
• Inventory Management
Gynecology OPDs
• Pregnancy Information
•
Women Health issues

• Stabilizing Active Reporting Units (RU) in SIMS
– Defining ‘active’ & ‘de-active’ RU
– Developing guidelines for creating, activating & de-activating RUs under different components
• Managing Unique Centre Code System in SIMS to ensure error-free reporting
• Monitoring & addressing issues reported from RU/ DAPCU/ SACS
• Analysis of Bugs reported/ identified & coordination with Software team for timely resolution
• Streamlining User Access Rights for smoother & efficient data management
• Development of responsibility matrix & guidelines for data management at different levels
• Development, printing & distribution of user manuals, data definitions, wall charts etc. for SIMS formats under all programme components www.aids2014.org

• Ensure availability of required Computer & Internet connectivity in reporting units, District AIDS Prevention Control Units & SACS
• Actively monitor SIMS training programme & progress of SIMS rollout
• Include SIMS review as a part of all the review meetings & tours/visits
• Handhold concerned SACS officers in rolling out SIMS
• State M& E Officer - nodal person for SIMS, supports & supervises
SIMS training activities & takes the lead as resource person
• Respective programme component division Officer deputed for SIMS
Reporting Unit training for supervision & to clarify doubts regarding respective formats
• Technical Support Unit actively involved in all activities - SIMS roll out www.aids2014.org

At Primary Reporting Units
• Data is entered
• Individual (ICTC/ART)
• Monthly (STI/BB/TI etc)
• Entered data is validated & sent(forward) to DAPCU
At DAPCU level
• Receive data sent by Primary Reporting Units
• Scrutinize data for:
• Completeness of reporting
• Correctness of reporting
• After validation, send (forward) the data to next level (SACS)
• If errors/incomplete data/queries are found, would revert the data to the reporting unit level, ask them to correct and resend
• Enter the data required to be entered at DAPCU level, validate & forward to SACS www.aids2014.org

• Detailed induction training to new recruits at reporting unit level, using standard training schedules & material
• Includes hands-on practice
• Annual Refresher trainings to all Reporting Unit staff on respective modules in SIMS
• Trainings include basic computer skills for users who are not well versed with IT
• Focussed repeat trainings & Orientation sessions for poor reporting RUs
• Mandated SACS to develop quarterly training plans & share with NACO
• Focus on close monitoring of trainings & timely submission of training reports www.aids2014.org

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• Framework & Guidelines developed for a comprehensive, systematic data quality monitoring system:
– Validation checks within SIMS
– Consistency checks & Alerts
– Checklists for periodic quality review of data
– Plan for periodic field visits to monitor data quality
– Checklists for spot checks, register verifications & random checks
– All review meetings to include SIMS data quality review
– Periodic Data quality reports with identified quality indicators
– Clear Responsibility Matrix www.aids2014.org

• National Helpdesk with 2 persons functional since March 2012
• Dedicated mobile numbers for direct contact from across the country
• Provides real time support by telephone & email
• Immediate resolution of issues through remote access to users’ computers
• Maintenance of detailed log of all issues reported
• Act as liaison between users & software team for resolution of issues
• State level Helpdesks set up in all states with 60 persons with local language proficiency www.aids2014.org

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NACO website: http://www.naco.gov.in

• Project Directors & nodal persons at SACS instructed to focus on reporting thro’ SIMS :
– Avoid parallel mechanisms of reporting & use only SIMS
– Closely monitor & handhold non-reporting units
– Focus on SIMS reporting during field visits & review meetings
– Review SIMS implementation progress in each component at SACS level review meetings
– Regularly generate reports & monitor progress www.aids2014.org

• SACS to ensure computer availability
– Sharing of computers at co-located facilities
– Use of internet café or other closest internet points
– Procure/Upgrade computers, where necessary
• SACS to ensure internet connectivity in RUs :
– provide datacards
– instruct sharing of co-located facilities
– map nearest internet points; make provision for travel
& internet charges
– identify back up mechanisms, such as paper-based reporting to DAPCU www.aids2014.org

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Standardising reports & ensuring error & bug-free reports
2.
Regular dissemination through Share Point Portal
3.
Customised component-wise dashboards to capture key indicators
4.
Alert mechanisms for priority attention of programme managers
5.
Development of analytics module including triangulation, advanced analysis using SAS
6.
Operationalising GIS component for spatial analysis
7.
Development into a fully functional Decision Support System www.aids2014.org

• Capacity building of SACS personnel on data analysis & data use
• Quarterly SIMS bulletins at NACO & SACS
• Two analytic reports/person in SIMU of SACS
• Monthly SIMS Update from NACO M&E division to other programme divisions, highlighting key indicators, issues & recommended actions www.aids2014.org

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• Software developer related issues: delay in development
& resolution of bugs, frequent change of Project Staff
• Frequent changes in formats due to evolving programme needs
• Computer & internet connectivity
• Computer literacy of users at facilities in different levels
• Change of SIMS users
• Standardisation of SIMS management protocols at NACO
& SACS
• Development of capacities at state level to manage SIMS
& manage data through SIMS
• Ownership by programme divisions & SACS to improve quality, utility & value of SIMS data www.aids2014.org

• A web-based integrated data management system offers us an opportunity to improve programme reporting, data quality & data use at all levels of programme management.
• A strong system push needed from national level to Reporting Unit level to implement the system.
• Focus should be on building infrastructure & computer skills of users is critical.
• Standardised management protocols help promote stabilility & continuity of the system.
• Ownership of SIMS by programme divisions &
SACS is essential to improve its functionality & utility.
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