¶ Getting Started
- 3PM system stands for Platform for Partner Progress Monitoring
- It is a tool for collection, validation, analysis and presentation of aggregate statistical data by implementing partners
- It is built on the robust DHIS2 platform
- It is a generic tool, with an open meta-data model and flexible user interface that allows the user to define the contents of a specific information system without the need for programming
¶ System Access
The live system is available at https://3pm.nascop.org/
¶ Logging in & Logging out
¶ Log in.
You are required to provide your username and password in order to access the system. The figure below is a screenshot of the start page/login page:
¶ Log out
Your profile menu is found on the far right of the top side. This is represented by your name initials. To log out, hover your mouse pointer on the menu and click on the logout button displayed.
¶ Landing page
Once logged in, the user can see their dashboard because this is the default landing page. The dashboard is customisable to fit your own preferences. You can add a dashboard and dashboard items of your choice.
¶ 3PM Features
- A central repository — All data in one place.
- Supports collection of different data sets (and can easily expand to new data requirements).
- Provide data entry tools that can either be in the form of standard lists or tables or can be customized to replicate paper forms
- Automated import from other systems for example DATIM4U
- Easy access to data for all online users.
- Wherever you are, as long as you have internet and a username you can access the latest data.
- 3PM becomes a data center for all stakeholders with access.
- Pre-defined analysis tools shared by all users
- Both one-click reports and custom data analysis
- User-defined dashboards to give a quick overview of the latest data
- Provide different kinds of tools for data validation and improvement of data quality
- Data aggregation to any level or period
- Data is collected and stored monthly by the health facility; a report can show quarterly or yearly values by any level in the hierarchy.
- Built-in support for the definition and calculation of indicators (percentage achievement, incidence rates, etc.)
- A user-specific dashboard for quick access to the relevant monitoring and evaluation tools including indicator charts and links to favourite reports, and other key resources in the system.
¶ 3PM Applications
3PM is built on the DHIS2 platform such that all the modules are organized as apps. Every app can be accessed by searching or clicking on the apps menu in the top right corner on the dashboard. The apps you can access are limited to the rights you have.
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¶ Data Entry
¶ Datasets
3PM consist of the following datasets used in monthly reporting
- ART&TB Meds commodity datasets.
- Covid 19 dataset.
- Cervical cancer dataset.
- Community dataset.
- Key population dataset.
- Key &Vulnerable Population Hifadhi dataset.
- Lab indicators
- LEAP
- Lab commodities
- Post violence care tracker
- Pre-Exposure Prophylaxis (PrEP)
- Priority population
- Voluntary Medical Male Circumcision
- Facility dataset. The facility dataset is used in reporting different program areas, the key areas reported in the facility dataset include.
- HTS Optimization
- Care & Treatment
- OTZ
- Laboratory
- PMTCT
- TB
¶ Data Entry Process
Data entry in 3PM is the process of partners reporting various data elements by inputting data into 3PM datasets.
- Data Entry is available as an app in the apps in 3PM as shown below.
- Click on the Data Entry app in the apps menu
- Upon clicking data entry, the user lands on this page
- Select the facility for which, you want to report, most of the system users are currently linked to the facilities their IMs support.
- The selected facility will be auto-filled in the Organization Unit Section of the Data Entry window.
- Select the Dataset to report on as shown in the table below, different datasets are used to report in different program areas.
- Select the period for reporting
- The Implementing Mechanism is selected as per the assigned user group of the user.
- Input the data in the selected dataset. Below is a sample of Care & Treatment in Facility dataset
- Complete data entry in all the reported data elements, the system will auto-save all the entries.
- Check of the validity of the input data by running data validation, this is done by clicking the Run Validation button at the bottom of each data entry page.
- The process output will indicate if the data entered if of high quality. If there is any data gaps in the entries made, validation result window with errors will be displayed.
If the data is not accurate, an error will appear as shown below.
Otherwise, the validation result indicates the ‘data entry screen successfully passed validation’ as shown below.
- Click on Complete to save and close. The Complete validates the data entry process and commits the data for approval.
¶ Data Import & Export
3PM platform also enables IMs to push data to the system by using the Import/Export module.
¶ Data Import
- To import data into 3PM click on the Import/Export app in the 3PM apps window
- On the Import/Export overview page, click the Import tab, this will open Data Import window, the platform allows users to import data in five different formats ie JSON, CSV, XML, ADX and PDF
- Select the preferred Import option, under Advanced Options, choose the data element ID scheme
- Click on the Upload file, this opens a new window, that allows the user to locate the file to upload from the local directory.
¶ Data Export
- Click on the Data Export tab in 3PM Data Import/Export window
- Under Basic Options. select the org unit, whose data you need to export
- Select the dataset to export, the period, and the mode of output expected.
- Under Advanced Options, choose the ID schemes and click the Export tab to export the data
¶ Data Approval
Data Approval is a process of marking the entered data as genuine and acceptable. In doing this, the dataset becomes read only and cannot be modified unless the data is unapproved.
To Approve data, click on the apps then select data approval as shown.
To approve the submitted data in 3PM
- Click on the Data Approval app, this will open a Data Approval page.
- On the Data Approval window, select the Dataset, the Period of focus, and the Organization unit.
- Selecting the facility
- The Implementing Mechanism (IM), will autoload based on the users assigned IM group
- Click on Get Data, this will open a new page with specific data that require validation
- To get back to the Org Unit, selection page, click on the Data Criteria tab
¶ DHIS2 Browser Cache Cleaner
It is important to clear the cache frequently in the 3PM platform since this slows down the system.
To do this.
- Log to the 3PM system
- Select Browser Cache clear in the 3PM apps
- On the DHIS2 cache browser, select all the relevant areas fields and click on the clear all selected tab, you can also select and unselect specific fields.
¶ Data Quality
3PM system has an inbuilt data quality module that helps the Implementing Partner, run quality check on the data reported.
- Click on the Data Quality App in 3PM apps
- This will open a Data Quality page, with 3 key sub-modules
- Validation Rule Analysis
- Outlier detection
- Follow-up Analysis
¶ Validation Rule Analysis
- Under the Parent Organization unit, select the organization unit to run the analysis on, this can be done at the County, County, Ward, and facility levels.
- Select the period of the report that needs to be validated, the Start and End Dates
- Select the Validation rule group, the validation rule group is the dataset group you need to validate
- Click on the Validate tab to start the analysis
¶ Outlier Detection
Outlier detection sub-module is used to analyze the reported data in 3PM, this function enables the IP to set min and max values expected in a specific dataset, and org unit using the z-sore and threshold limits.
- Access the data quality app
- Select Outlier detection sub-module
- Select dataset for analysis
- Select the Organization unit (The users will only see the organization units mapped the IM they support)
- Complete the date and the z-score and the expected threshold and max limits set for that facility.
- Click on Start tab to run the analysis
¶ Follow-up Analysis
¶ Report & Analytics
This lets you see comparison, patterns and trends in data. Reports can be generated using the Pivot
¶ Pivot Table
The pivot table dashboard will load as below showing DHIS2 pivot table details
Select the pivot tables you want to view i.e., Indicators, Data elements, Data sets, Event data items or Program indicators. For this guide we shall choose data elements.
You are required to select the data elements group. For this guide we shall select Facility Dataset: TX FY23
The Facility Dataset: TX FY23 is populated as indicated in the figure below, which requires you to select from the available column, your dataset of choice and add using greater than sign which populates to Selected column on the right. for this guide we shall select CTV3: Current on treatment – (Number with Diabetes, well controlled)
You can continue filtering the data set by selecting the other tabs, under the elements, for this guide select PERIOD, which will allow you filter the dataset according to specific period of the data set
You can also filter the data elements based on Organisation units breaking them down from the Country, County, Sub County, Ward and Facility levels. See figure
You can also continue filtering down with many other options as listed below for a complete data set query.
The filters are 25 and above, age, Adults, all ages, children, cohort month (6-24 months), Implementing mechanism, KP Topology, Patient Type, post violence Care Age Band, Prep, Prep age, Sex, Text Type.
25 and above,
Represents a data set of individuals of 25 years and above. You will be required to add using greater than sign which populates to Selected column on the right.
Filtering as adults lets you select the adults age groups you wish as
Filtering as age allows you filter your data elements within the age groups as indicated in the figure below.
Filtering as all age (Children & Adult) allows you filter your data elements in age (Children) or age (Adults) as below.
The tab All ages filters the data elements further into the age ranges as below indicated.
Filtering the data elements as children, will pick data elements of children less than 14 years of age.
Cohort Month (6-24 Months) as shown.
Filtering by Implementing mechanism allows you to filter data elements from a specific implementing partner.
Filtering by KP Topology queries the data elements based on their key population typology – sexual orientation.
Filtering by Patient type gives the options Hospital Patients -who are patients visiting the facility and Non patients – accompany the patients.
Post Violence Care Age Band filters the data elements within a range of no of years as below.
PREP filters data elements of pre exposure prophylaxis as below.
Filtering by PrEp_age gives the data elements filter for prep within a specific age limit.
Filtering by Sex defines the results according to their gender.
Filtering by test Type will give results based on the Laboratory tests ordered.
¶ Reports
This app gives reports of data entered in 3PM.
To access reports
- Click on the apps icon and select reports.
- This is the landing page after opening reports.
Note that: Data Set Report and Reporting Rate Summary report are of great importance.
Data set report.
This report gives totals of data in the various data sets.
You can access the data set report from the Reports landing page or inside the Standard Report.
- Click data set report.
- On the right select organization unit, data set, report period and specify the period, then click get report to get the report.
The table is generated.
You can download the report as Excel (has error-download video) or as PDF(opening bad content)
Reporting Rate Summary
This gives a reporting rate summary of all data sets in the organization units.
- Click Reporting Rate Summary, enter the organization unit, reporting period and specify the period, then click get report to generate report.
Upon successful generation the pop up ‘successfully loaded the table’ appears.
The report which can be downloaded as excel and csv appears.
¶ Visual Analyzer
An application tool for dashboard visualization of data elements, to use the data visualizer go to Applications tab and select data visualizer as indicated below.
The data visualizer windows below contain three main dimensions,
- Data
- Period
- Organisation Unit
To query the visualizer, double click on Data and select the data type you want to query as shown below. For this guide we select data elements and the data elements group By scrolling down the group field or searching in the search bar.
Selected data elements appear as below.
Select the next tab Period to help in filtering the data elements. For this guide we select 2 years
Continue to filter to Organisation units breaking them down from the Country, County, Sub County, Ward and Facility levels, See figure. For this guide we shall select all facilities in Bungoma County.
Add to series the selected data elements and then select update. The results is as shown
You can also continue filtering down with many other options as listed below for a complete data set query.
The filters are 25 and above, age, Adults, all ages, children, cohort month (6-24 months), Implementing mechanism, KP Topology, Patient Type, post violence Care Age Band, Prep, Prep age, Sex, Text Type.
25 and above,
Represents a data set of individuals of 25 years and above. You will be required to add using greater than sign which populates to Selected column on the right.
Filtering as adults lets you select the adults age groups you wish as
Filtering as age allows you filter your data elements within the age groups as indicated in the figure below.
You can continue filtering based on your data elements you require for all ages, children, cohort month (6-24 months), Implementing mechanism, KP Topology, Patient Type, post violence Care Age Band, Prep, Prep age, Sex, Text Type. By clicking the indicated area and selecting your filter.
¶ User Management
¶ Add User
The process described indicates how to add users
¶ Role Management
The following are the user roles:
- V2 Data entry - enter and view data.
- V2 Approval - view, edit and approve data.
- V2 Read Only - only view but not edit data.
- V2 User Manager - manage (create and edit) users in the system
¶ Disabling a user