Unit 4: Reporting, Data
Management and Analysis
#4-4-1
Warm Up Questions: Instructions

Take five minutes now to try the Unit 4 warm
up questions in your manual.

Please do not compare answers with other
participants.

Your answers will not be collected or graded.

We will review your answers at the end of the
unit.
#4-4-2
What You Will Learn

By the end of this unit you should be able to:

describe how to plan your data collection
and ensure confidentiality

describe the flow of data from health
facilities to district to national level

discuss the roles and responsibilities of
each person involved in data handling at
each level
#4-4-3
What You Will Learn, Cont.

By the end of this unit you should be able to:

discuss the analysis of STI data

explain using the IDS strategy to plan STI
data collection and reporting
#4-4-4
Two Types of Case Reporting

The type of case reporting affects data collection.

In universal case reporting, a minimum set of data
elements essential for reporting a case are collected.

In sentinel site surveillance case reporting, the Ministry
of Health decides what should be collected, and
chooses sentinel sites.
(The information above can be found in Table 4.1 in the text.)
#4-4-5
Planning Your Data Collection

The national level provides training and forms to all
sites.


WHO recommends the IDS form, which collects the
same information for all priority communicable diseases.
The national level develops a data management
system so that:

Clear lines of reporting are specified.

The roles of different staff members are defined.

Data can be recorded, checked and submitted regularly
and consistently.
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Confidentiality and Security

Train staff in the importance of patient privacy.

Restrict access to data using passwords, and
lock raw data in filing cabinets.

Protect personal identifying information.


Remove it before passing data on to next level.
Don’t allow unauthorised disclosure of information.
#4-4-7
Data Collection Process at the
Health Facility
1. Clinician records patient’s medical and
demographic information and makes a
diagnosis based on case definitions.
2. Information is transferred to standard
reporting forms or log books.
3. Data clerk hand-tabulates STI cases on a
regular basis (usually monthly).
#4-4-8
Data Collection Process at the
Health Facility, Cont.
4. Clinic supervisor reviews monthly tallies before
reports are submitted to district authorities.
5. Complete final report form in triplicate with two
copies to be sent to district and one copy to be
kept at the health facility.
#4-4-9
Data Collection Process at the
District Level

District level officers should:
 Check for data completeness and
inconsistencies
 Contact the health facilities in case of
problems
 Enter data into computer database
(sometimes done at national level)
 Produce report
 Keep one copy of report at district
 Send two copies of reports to national level
#4-4-10
Data Collection Process at the
National Level

Reporting districts are contacted about
inconsistent, incomplete or untimely data.

Data entry clerk enters data into
computerised database (if available).

Data are analysed.
#4-4-11
Figure 4.1. Data Collection and
Flow
#4-4-12
Data Entry

To ensure correct data entry, do one or more
of the following:




Double-enter data
Use data entry software such as Epi Info™
Check for implausible values
Place a tick on forms once they have been
entered
#4-4-13
Data Analysis

STI case reporting serves as a proxy for
measuring HIV transmission.




STIs and sexually transmitted HIV are similarly
acquired.
There are readily available tests to measure recently
acquired infections for some STIs.
Recently acquired STIs help estimate HIV incidence.
When analysed correctly, STI surveillance data:


indicate where HIV could be occurring
indicate where HIV programmes are failing
#4-4-14
Data Analysis, Cont.


Analyse data by the following categories to
identify sites that are not reporting
consistently:

Reporting site

Type of facility

District

Gender

Age group
Also, analyse data separately for each
syndrome or disease.
#4-4-15
Types of STI Data Analysis
 Analysis
to understand the STI epidemic should
be done using three parameters:



person
place
time
 Details
about these types of analysis are
presented in the following three slides, and in
Table 4.2 in the text.
#4-4-16
Types of STI Data Analysis,
Cont.
Analysis by person:

Annual analysis of data to show trends in specific STI
syndromes

In the case of aetiologic surveillance, diseases
stratified by age group and gender
#4-4-17
Types of STI Data Analysis,
Cont.
Analysis by place:

Analysis to provide information on where clustering of
disease might be occurring and any inferences that
can be made

Stratified analysis by region or geographical area to
show if there are significant differences between
places
#4-4-18
Types of STI Data Analysis,
Cont.
Analysis by time:

Analysis to detect if there are trends in case reports
over time and if any inferences can be made

Data for a specific quarter should be compared with the
same quarter in the previous year
#4-4-19
Interpreting Trends

When interpreting data that seem odd, consider
the following factors:




Changes in health-seeking behaviour related to
availability of healthcare facilities, introduction of user
fees, etc.
Changes in reporting practices
Changes in case definitions
Unexpected fluctuations should be investigated
by contacting local sites to determine local
changes that may explain the trends.
#4-4-20
Analysing Universal & Sentinel
Site Data

Be cautious in interpreting sentinel site
surveillance data, since individual sites may
not be representative of the larger region.

Data should be clearly summarised in tables,
graphs or charts to help identify patterns.
#4-4-21
In Summary

Surveillance data collection occurs at the
health facility level, while data processing
takes place at the district and national levels.

It is extremely important to ensure patient
confidentiality.

STI data analysis should generally focus on
three parameters: person, place or time.
#4-4-22
Warm Up Review

Take a few minutes now to look back at your
answers to the warm up questions at the
beginning of the unit.

Make any changes you want to.

We will discuss the questions and answers in
a few minutes.
#4-4-23
Answers to Warm Up Questions
1. Match the STI data analysis parameter with
its description by putting a letter in each
blank:
___ Analysis by place
a.
Annual analysis of data could show an
annual trend of disease stratified by age
group, and gender.
___ Analysis by time
b.
Analysis to detect if there are any trends in
case reports over time and any inferences
that can be made.
___ Analysis by person
c.
Analysis to provide information about where
clustering of disease might be occurring and
any inferences that can be made.
#4-4-24
Answers to Warm Up Questions
1. Match the STI data analysis parameter with
its description by putting a letter in each
blank:
_c_ Analysis by place
a.
Annual analysis of data could show an
annual trend of disease stratified by age
group, and gender.
_b_ Analysis by time
b.
Analysis to detect if there are any trends in
case reports over time and any inferences
that can be made.
_a_ Analysis by person
c.
Analysis to provide information about where
clustering of disease might be occurring and
any inferences that can be made.
#4-4-25
Answers to Warm Up Questions,
Cont.
2. True or false? Interpretation of STI trends should
be made independently from STI control
programmes and the healthcare system.
#4-4-26
Answers to Warm Up Questions,
Cont.
2. True or false? Interpretation of STI trends should
be made independently from STI control
programmes and the healthcare system. False
#4-4-27
Answers to Warm Up Questions,
Cont.
3. The district office should send case reports to
the national level:
a. weekly
b. monthly
c. quarterly
d. annually
#4-4-28
Answers to Warm Up Questions,
Cont.
3. The district office should send case reports to
the national level:
a. weekly
b. monthly
c. quarterly
d. annually
#4-4-29
Answers to Warm Up Questions,
Cont.
4. District surveillance officers are responsible
for:
a. checking data for inconsistencies (for
example, STIs in very old or very young
patients)
b. forward the results to the national level
c. following up with any health facility site
that has missing or inconsistent data
d. all of the above
#4-4-30
Answers to Warm Up Questions,
Cont.
4. District surveillance officers are responsible
for:
a. checking data for inconsistencies (for
example, STIs in very old or very young
patients)
b. forward the results to the national level
c. following up with any health facility site
that has missing or inconsistent data
d. all of the above
#4-4-31
Answers to Warm Up Questions,
Cont.
5. True or false? Health facilities should report their
data directly to the national level.
#4-4-32
Answers to Warm Up Questions,
Cont.
5. True or false? Health facilities should report their
data directly to the national level. False
#4-4-33
Answers to Warm Up Questions,
Cont.
6. List three ways to handle surveillance data so that
patient confidentiality is protected.
#4-4-34
Answers to Warm Up Questions,
Cont.
6. List three ways to handle surveillance data so that
patient confidentiality is protected. The computer
hardware should be password-protected.
Access should be limited to data entry
personnel. Provide safe cabinets for storing
forms that have been entered. Lock the
cabinets and restrict access to authorised
personnel only.
#4-4-35
Small Group Discussion:
Instructions

Get into small groups to discuss these
questions.

Choose a speaker for your group who will
report back to the class.
#4-4-36
Small Group Reports

Select one member from your group to
present your answers.

Discuss with the rest of the class.
#4-4-37
Case Study: Instructions

Try this case study individually.

We’ll discuss the answers in class.
#4-4-38
Case Study Review

Follow along as we go over the case study in
class.

Discuss your answers with the rest of the
class.
#4-4-39
Questions, Process Check

Do you have any questions on the information
we just covered?

Are you happy with how we worked on Unit 4?

Do you want to try something different that will
help the group?
#4-4-40