MIS unit of DGFP organized a day-long Workshop of field force and supervisors on Data Upload to DHIS2 on 27 February 2019 at Tangail Pourashava Conference Room, Tangail. The workshop marked the beginning of the use of DHIS2 software for uploading field performance data in standard DGFP forms.
Nazmus Sadat Salim, Director (MIS), DGFP chaired the opening session. The DG, DGFP was scheduled to be present in Tangail as the Chief Guest. However, he had to stay in Dhaka for some urgent work and couldn’t be present. At the outset, Luthful Kibria, Deputy Director, Family Planning, Tangail briefly described the purpose and objective of the program. He also narrated how Tangail has played a pioneering role in introduction of eMIS and other organizational development activities.
Afterwards, the participants introduced themselves. The participants included Assistant Director, CCSD, Upazila Family Planning Officers (UFPOs), Medical Officers, Maternal and Child Health (MO-MCH) and district and upazila statistical assistants responsible for data entry through service statistics.
Ajoy Ratan Barua, Deputy Director (MIS), DGFP facilitated the program and stated that the MIS, DGFP have taken steps to implement DHIS2 in DGFP, as required under the current sector program 4th Health, Population and Nutrition Sector Program (4ht HPNSP). He mentioned that the eMIS partners have developed solutions in DHIS2 platform and those would be piloted in 2 districts first, one with eMIS and other without eMIS. Accordingly, Tangail and Cumilla were chosen for the pilot. He highlighted the need for using data and statistics for evidence-based decision-making and elaborated how DGFP is progressing on this issue.
Md. Humayun Kabir, Senior Strategic and Technical Advisor apprised the audience on the activities of eMIS implementing partners in development of DHIS2 for DGFP. He also explained the linkage of eMIS with DHIS2. DHIS2 data could be submitted using both automatic and manual data entry. In the eMIS districts, DHIS2 forms would be populated with data from the eMIS system. However, in the districts where the eMIS have not been implemented, manual data entry would be required. He urged the district and upazila managers to lead the process effectively.
Speech by Chair
Nazmus Sadat Salim, Director (MIS), DGFP speaking as the chair described the activities undertaken by the MIS to digitize the work of field level workers in accordance with the vision of the current government. He elaborated how the DGFP have been adding momentum to the implementation of eMIS in different districts, which have crossed more than 20 districts and about 500 facilities nationwide. He informed the audience that during the current sector program more districts would be covered under the eMIS. Based on results of the pilot, the DHIS2 would be rolled out in all other districts in soonest possible time. He concluded his speech by commending the USAID and their implementing partners for assisting the government in the digitization activities.
Presentation and demonstration
Mr. Mohammad Golam Kibria, HIS Advisor for eMIS, MEASURE Evaluation made a presentation briefly outlining the DHIS2. He explained that there are three aspects of DHIS2 program. The first is data entry, second, generation of reports and finally, visualization of data through dashboards. Data entry would be done by statistical assistants from the upazilas using the current Form 4. However, in the districts where eMIS has been implemented, the Form 4 would be populated automatically obliterating the need for manual data entries. However, DHIS2 form would have to be submitted from the upazila using DHIS2 platform.
Later Nibras Rakib, Programmer, icddr,b made a live demonstration based on data entry done at Adarsha Nagar, a upazila in Cumilla. He explained that forms were developed for data entry from upazilas. The form was tested in Adarsha Nagar, an upazila in Cumilla. The upazila staff input data of last 3 months. Those were checked and verified after submission for correctness. Data submitted in DHIS2 tallied exactly with the forms submitted in the Service Statistics. He mentioned that data entry procedures would be demonstrated in detail so that the managers and statistical staff become proficient in DHIS2 platform.
The participants also raised some issues relating to DHIS implementation and also on ongoing implementation of eMIS in Tangail. The presenters responded to their queries.
Current data collection process of DGFP
The DGFP currently uses a web-based platform known as Service Statistics for collecting routine data from the districts. Historical data since 2009 are available from the DGFP website. The DGFP committed to introduce DHIS2 under the current sector program, which essentially replaces the existing platform. At present, MIS data are collected from upzilas through districts. The Family Welfare Assistants (FWAs) who work in units at the village level submit their month end reports using Form 1 to Family Planning Inspectors (FPIs), their supervisors. The FPIs are based in union, a component of upazila. The FPIs aggregate all Form 1 data into form 2 and submit that to the upazila managers (Upazila Family Planning Officers). At union level, the DGFP maintain first-line facilities known as Union Health and Family Welfare Centers (UHFWC), where Family Welfare Visitors (FWV) and Sub-Assistant Community Medical Officers (SACMO) discharge responsibilities. Their month end report is called Form 3, which is submitted to Medical Officers- Maternal and Child Health (MO-MCH). Form 2 and Form 3 are combined to produce Form 4 at upazila by the statistical assistant. The UFPOs submit Form 4 to the district managers electronically. The process of generation of these reports is shown below:
All reports in Form 4 as received from all upazilas are also aggregated at district level in Form 5. DGFP Service Statistics is aggregation of all the upazila/district data, which are also available in the DGFP website.
Implementation plan for DHIS2
The implementation of DHIS2 does not envisage any major departure from the processes followed by the field workforce. Actually, there wouldn’t be any change in terms of data structure or forms used for transmission of data from field to central level. The only change would be the method of presentation. Currently, services statistics are submitted through web based tools composed of many different forms or tabs. The DHIS2 data entry in based on long forms with current variables. The interface is easy to comprehend and could be executed without any hiccups. Additionally, DHIS2 provides tools for visualization which could be used to package data in different forms or generating new indicators. Operation and further development of DHIS2 may however, require some technical assistance in the near short term, which could be addressed gradually by the implementing partners.