11 TRAINING COURSE ON MALARIA ELIMINATION FOR THE GMS Databases Ryan Williams Chang Mai, August 2015

22 DATABASE Basic concepts o A database is a collection of data which can be used alone or combined and related to other data to provide facts or answers to specific questions. Example: How many confirmed malaria cases in district A in 2015? What, Where and When? Relational databases are the most popular type of database o Client-Server o MS SQL, Oracle, Sybase, DB2 o Stand-alone o Access or other file based desktop databases Structured Query Language (SQL) is a standard language for accessing and communicating with a database

33 DATABASE Relational databases o Are sets of data organized into tables o Tables are comprised of fields o Each table can have a relationship with another table Date of Birth Health Facility Visits Patient nameAddressPatient ID Health Facility NamePatient ID Patients Date of Visit

44 DATABASE Database Client-Server Tables and Fields SQL Data management System (DBMS) Data management application

55 DATABASE Example of a “One-to-many” relationship between two tables PatientsHF Visits Patient A Name Address Patient A visited 1-Apr-2015 Patient A visited 10-Jun n

66 CLIENT-SERVER DATABASE Server Client-Server o Data on separate dedicated machine (Server) o Multiple user can access the data simultaneously o Speed, Security

77 DBMS DATABASE MANAGEMENT SYSTEMS o A database management system (DBMS) is system software for creating and managing databases. The DBMS provides users and programmers with a systematic way to create, read, update and manage data o Paid: o Microsoft SQL Server, Oracle, Sybase, IBM DB2 and MS Access o Free: o MySQL, PostgreSQL

88 DATABASE MANAGEMENT SYSTEM DBMS Database

99 DATABASE MANAGEMENT SYSTEM Cons o Server required o Installation complex o Data management resource required Pros o Robust installation o Security, Speed o Standard data access mechanism

10 Competitive formats Other competitive formats for representing and manipulating data o Spreadsheets o Excel o Structured text files o Delimited text files o CSV o Others o XML o JSON, etc. File formats + Software o Allows the user to manipulate the data o Create, Read, Update, Delete (CRUD)

11 EXCEL Excel o Desktop solution o Each sheet can be considered a table o Column = Field o Row = record o Can be shared via network, , etc. xls

12 EXCEL Pros Accessible and easy to use Easy charts Data analysis Cons Data resides on local computer Not secure

13 EXCEL FORMS Two types of forms o Control (150) o Elimination (110) Used to collect national level data on: o Cases and deaths o Policies o Interventions o Funding o Expenditures

14 EXCEL Excel used in Rapid Impact Assessment data collect o Monthly aggregated data entered into sheets from health facilities (10 years) o Sheets are merged and uploaded to SQL database for data cleaning and analysis

15 ACCESS Access o File based o Desktop solution o Accessible and easy to use o Easy data management o Application interface o Reports o Can be shared via network, , etc.

16 MS ACCESS Pros o MS Access is readily available or easily installed o Runs on basic computers Cons o Data resides on a local installation o Not secure

17 Excel vs Access Microsoft Access is a DBMS that has it strengths and weakness. It often falls short when compared to single-table “sheet” Microsoft Excel. Whether the “pros” outweigh the “cons” depends on the needs of the user and the complexity of the task.

18 COMPARISON Excel o Data analysis, distributed data collection, accessibility Stand-alone database: Access o Quick, easy data management Client-Server: DBMS o Robust data storage o Vast data management capacity o Security

19 DATA MANAGEMENT SOFTWARE Software application o Interface between the user and the DBMS o Provides user with screens to access and manipulate the data o Reduces the complexity of managing the database Software Interface Database DBMS

20 DATA MANAGEMENT APPLICATION DHIS2 (District Health Information System) o Is a flexible, web-based open-source information system with awesome visualization features including GIS, charts and pivot tables o Versatile data management via user interface o Customizable o Custom reporting o GIS

21 Data Organization Data is organized by o Data elements o Total number of microscopy positives o Dimensions o Place (Organization Unit) o Country, Province, District, Health facility, Foci o Hierarchy o Period o Day, Month, Year o Value What? Where? When?

22 Data Organization Setup a system to enter data and report o Create o Data elements (what?) o Places (where?) o Districts,… o Indicators (calculations) o Add data elements to datasets o Assign frequency of data collection o Daily, Weekly, Monthly,… o Create a form for the dataset o Enter data

23 DHIS2 Health Facility Register Indicators Survey results Slide positivity rate DHIS2 Pivot tables Custom reports GIS mapping DBMS Form A Form B Number of slides examined Number of slides positive Parasite prevalence Dataset Data Elements

24 DHIS2 Health Facility Register Case based data Aggregated data Patient data DHIS2 Freq. weekly monthly DBMS Aggregation Pivot tables Custom reports GIS mapping Form A Number of slides examined Number of slides positive Parasite prevalence Dataset Who?

25 DHIS User Interface Select place, dataset and time period

26 The Interface Districts

27 Data Entry Forms Custom form o Designed in HTML o Matches the layout of Excel forms o Three years on data presented

28 Data Entry Forms Data entry forms are comprised of data elements o Created using the UI

29 Case based reporting Individual patient data

30 Case based reporting Individual or aggregated reports from case based data

31 Other Data Entry Options Excel/CSV data importation o Template based SMS data submissions o Reporting data by sending an SMS to the system PDF data entry forms o PDF generated by system o Can be customized with Adobe Acrobat

32 Form Data Validation Validation o Easy to create validation rules

33 Reporting Pivot table Very comprehensive

34 Pivot table module is very comprehensive o Used to produce the charts for the online country profiles o Save and share function o Export functions Reporting

35 Dashbaord

36 Reporting + Profiles/Bulletins o Using the Apps (WebAPI) o Graphs built using the online reporting tool

37 GIS + Profiles/Bulletins o Using the Apps (WebAPI) o Graphs built using the online reporting tool

38 Custom menu Menu easily customized o Via the UI o User security settings o Mina applications(Apps) can be added directly to menu Apps o HTML pages using JavaScript to make HTTP requests to the WebAPI

39 Workflow and Approval Dataset approval at national and regional levels o Districts submit form by clicking the “Completed” button o The next higher lever receives an o Approves o If approved, level focal person receives an o Un-Approves o Goes back for correction

40 Communications o Data commenting o Audit trail o Follow-up analysis

41 Thank You!