S M OFTWARE

SOFTWARE MANUAL
SECOND EDITION
SOFTWARE VERSION 2.2
JUNE 2013
The 2nd edition of the MRP Software manual was updated by
Christoph Andert (Save the Children UK)
Rachel Evans (Save the Children UK)
Acknowledgments
The authors would like to express their gratitude to Mark Yarmoshuk for developing the
Minimum Reporting Package (MRP) software and Shafat Sharif for re-developing the software
to its current state.
On behalf of Save the Children and the Emergency Nutrition Network (ENN) the authors would
like to thank the Humanitarian Innovation Fund (HIF), Office for Disaster Assistance (OFDA) and
the European Commission Humanitarian Office (ECHO) who provided generous funding for the
different project periods:
Funding 2013 - 2014
The Humanitarian Innovation Fund supports organisations and individuals to identify, nurture and
share innovative and scalable solutions to the challenges facing effective humanitarian assistance.
Funding 2011 – 2012
The European Commission’s Humanitarian Aid department funds relief
operations for victims of natural disasters and conflicts outside the
European Union. Aid is channelled impartially, straight to people in
need, regardless of their race, ethnic group, religion, gender, age,
nationality or political affiliation.
Funding 2008 – 2011
The MRP Project was made possible through the generous support of
the American people through OFDA of the United States Agency for
International Development (USAID) under the Agreement No. DFD-G00-07-00226-00 to the ENN as part of a project entitled
Strengthening Capacity to Respond to Emergencies in the Food
2011-2012
SecurityFunding
and Nutrition
Sectors (2008 - 2011). The content does not
necessarily reflect the views of USAID or the United States.
2
Content
1
INTRODUCTION
1.1
1.2
1.3
2
INSTALLING THE SOFTWARE (ALL USERS)
2.1
2.2
2.3
3
ESSENTIAL INFORMATION FOR CONFIGURATION
CONFIGURE THE SOFTWARE IN 3 STEPS
CONFIGURATION SUMMARY
SHARING THE CONFIGURATION WITH FIELD USERS
DATA ENTRY (FIELD USER)
ENTERING DATA INTO THE MRP SOFTWARE
SELECTING YOUR FEEDING SITE AND MONTH FOR DATA ENTRY
NAVIGATING THROUGH THE DATA ENTRY PAGE
VIEWING PERFORMANCE INDICATORS BY FEEDING SITE
PRINTING MONTHLY FEEDING SITE DATA
SHARING DATA FILES
REVIEWING & COMPILING DATA (BASIC USER)
CHECKING REPORTING COMPLIANCE
VALIDATING REPORTS
EDITING & DELETING MONTHLY FEEDING SITE DATA
REVIEWING AND UPDATING PROGRAMME CHARACTERISTICS AND CONTEXT INFORMATION
SHARING COMPLETED DATA FILES
ANALYSIS AND REPORTING OF DATA (BASIC USER, DATA MANAGER)
PRODUCING MRP REPORTS
PRODUCING GRAPHS
OPENING, SHARING, ADDING, SPLITTING DATA FILES
8.1
8.2
8.3
8.4
9
10
12
7.1
7.2
8
8
8
9
CONFIGURING THE SOFTWARE (BASIC USER)
6.1
6.2
6.3
6.4
6.5
7
8
10
11
5.1
5.2
5.3
5.4
5.5
5.6
6
5
6
6
LANGUAGE SELECTION AND LOGGING-IN
MAIN MENU
4.1
4.2
4.3
4.4
5
SOFTWARE SPECIFICATIONS AND COMPUTER NEEDS
INSTALLING THE MRP SOFTWARE
UNINSTALLING AND/OR RE-INSTALLING THE MRP SOFTWARE
OPENING THE SOFTWARE (ALL USERS)
3.1
3.2
4
HOW TO USE THE MRP SOFTWARE MANUAL
DESCRIPTION OF THE MRP SOFTWARE
DATA INPUT AND REPORTING MECHANISM FACILITATED BY THE MRP SOFTWARE
5
OPENING A DATA FILE WITH THE MRP SOFTWARE
SHARING DATA FILES
ADD NEW DATA FILES
CREATE A SUBSET OF YOUR DATA FILE
FREQUENTLY ASKED QUESTIONS
9.1
9.2
9.3
9.4
9.5
WHERE CAN I GET THE MOST RECENT VERSION OF THE MRP SOFTWARE?
I CAN’T DOWNLOAD AND OPEN THE MRP SOFTWARE.
I CAN’T OPEN A DATA FILE THAT WAS SENT TO ME.
WHAT TO DO IF A NEW FEEDING SITE OPENS IN MY PROGRAMME?
WHAT TO DO IF A SITE CLOSES?
12
13
18
18
19
19
19
21
22
23
23
24
24
25
25
26
27
28
28
29
31
32
33
35
36
37
37
37
37
37
37
3
9.6
9.7
9.8
9.9
9.10
9.11
9.12
9.13
10
WHAT TO DO IF TREATMENT GROUPS IN A FEEDING SITE CHANGE?
HOW CAN I VIEW MULTIPLE COUNTRY DATA SETS?
WHAT TO DO IF MY SITE ISN’T SHOWING IN THE DATA ENTRY FORM?
WHAT TO DO IF MY DATA FILES DON’T MERGE?
WHAT TO DO IF I CAN’T EDIT DATA?
WHAT TO DO IF MY SCREEN FREEZES?
HOW DO I KEEP TRACK OF MAINTENANCE AND UPDATE?
WHERE CAN I SEND FEEDBACK OR REPORT PROBLEMS?
ANNEX
38
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38
38
38
38
38
38
39
ANNEX 1 HEALTH INFORMATION SYSTEM REPORTING CALENDAR
ANNEX 2 ENTERING SURVEY DATA
ANNEX 3 AVERAGE WEIGHT GAIN (AWG) AND AVERAGE LENGTH OF STAY (ALS) CALCULATOR
ANNEX 4 VALIDATION REPORT OVERVIEW
ANNEX 5 OVERVIEW OF REPORTS GENERATED BY THE SOFTWARE
ANNEX 6 OVERVIEW OF GRAPHS GENERATED BY THE SOFTWARE
ANNEX 7 GUIDANCE ON NAMING FILES
39
40
41
42
43
44
45
Acronyms
BMI
CMAM
GAM
INS
MAM
MRP
MUAC
SFP
TFP
OTP
PLW
SAM
SC
WFH
Body Mass Index
Community-based Management of Acute Malnutrition
Global Acute Malnutrition
Individual Nutrition Support
Moderate Acute Malnutrition
Minimum Reporting Package
Mid-Upper Arm Circumference
Supplementary Feeding Programme
Therapeutic Feeding Programme (term for SC and OTP as a whole)
Outpatient Therapeutic Programme
Pregnant and lactating women
Severe Acute Malnutrition
Stabilisation Centre
Weight-for-Height
4
1 Introduction
The Minimum Reporting Package (MRP) has been developed to support standardised data
collection and a standard way of calculating programme performance indicators for emergency
Supplementary Feeding Programmes (SFPs) aligning with Sphere 2011 minimum standards. It
aims to improve programme management and timely decision making to maximise programme
quality and impact for beneficiaries. The MRP consists of User guidelines, software and a
software manual (this document) that have been produced through a consultative process with
a large number of humanitarian agencies between 2008 and 2012. The MRP now encompasses
reporting guidance for the management of SAM in OTP and SC in addition to reporting for SFPs.
The MRP software is designed to facilitate monitoring and reporting according to the standards
set out in the MRP User guidelines. This manual describes the MRP software in detail and covers
all functions from installation via data entry to generation of output tables and graphs.
1.1
How to use the MRP software manual
The MRP software manual is a step-by-step guide on how to install and use the MRP software
version 2.2 (June 2013). It should be used only after reading the MRP user guidelines as the
MRP software is designed to facilitate reporting according to the MRP and not reporting in
generally.
The MRP software and manual can be used by nutrition staff at field, national and global level
and by those collecting service statistics at the peripheral level. Due to differences in user
requirements, resources and capacity, the MRP software manual is developed with four user
levels in mind.
This manual will refer to these user levels throughout:
1. Field user Responsible for data entry only - e.g. data entry clerk.
2. Basic user Manage all data for a programme - e.g. district level nutrition coordinator or
programme manager. Their role is to review entered data1 for a programme, edit data if needed
and report to the relevant parties (.e.g. to national level).
3. Data manager Oversees all data for a country - e.g. nutrition advisor at country level. Their
role is to oversee data from multiple programmes in a country (not necessarily to make edits to
data) and will be able to compile data for analysis and reporting to the next level (e.g. head
office).
4. Head office user Oversees all global data - e.g. HQ nutrition advisor. Their role is to oversee
data from multiple countries. They will be able to compile data from different programmes &
countries for analysis and reporting.
1
In case a programme does not have Field user(s) for data entry the Basic user can enter data as well.
5
The manual is designed to be comprehensive and will cover more information than most users
require. It is not designed to be read from start to finish and has been divided according to user
level. Please refer to the contents page to find details of which sections are relevant for you.
1.2
Description of the MRP software
The MRP software is a Microsoft™ Access database into which data on feeding programmes can
be entered monthly by feeding site. The database acts as a central repository for individual site
reports. Data can then be analysed over time and across different locations to generate
statistical reports, tables and graphs. For example, aggregate data reports can be built to look at
quarterly or annual results. The MRP software can also be used to record contextual
information about the programme (e.g. programme rationale and objectives, protocols,
products and major events), as well as information collected through relevant surveys.
The following outputs are generated by the MRP software:
1. Calculations of monthly performance indicators by site/ programme
2. Summary reports (Entry/exit categories and performance indicator reports aggregated
for a feeding site or programme)
3. Graphs showing trends over time of selected performance indicators
4. Summaries of essential information on program characteristics and general context, as
well as records of malnutrition, mortality and coverage survey data
All graphs can be exported to Microsoft™ Excel for further formatting, if needed.
1.3
Data input and reporting mechanism facilitated by the MRP software
The MRP user guidelines present definitions and indicators by programme component (tSFP,
INS, OTP and SC) and the layout of the MRP software reflects this. The data input and reporting
mechanism facilitated by the MPR software are pictured in Figure 1. It is divided into user levels
to illustrate how data may be transferred between multiple users; however, these divisions may
be adapted according to the context.
6
Figure 1: Details roles and responsibilities for each type of user
Field users are responsible for data entry into the MRP software and basic users for compiling,
reviewing, analysing and reporting data for a specific programme. Data managers and Head
office users are responsible for compiling and reporting multiple data sets. (Data is transferred
through data files.)
7
2 Installing the software (All users)
2.1
Software specifications and computer needs
The MRP software is a Microsoft™ Access application. It consists of two parts; the software
machinery & data files. These parts are connected and must be used together:
1. eMRP.mdb file - the software machinery that operates all processes
2. eMRPdata.mdb file – the data file that contains all feeding site and programme context data
All users have the same software machinery. Data files are user specific & can be sent between
users to exchange data and facilitate reporting.
You need a computer with Windows XP or newer operating systems to run the MRP software
with Microsoft™ Access 2000 or newer.
If you don’t have Microsoft™ Access installed on your computer you can download a free
runtime version here:
http://www.microsoft.com/downloads/details.aspx?FamilyId=D9AE78D9-9DC6-4B38-9FA62C745A175AED&displaylang=en
2.2
Installing the MRP software
You can download the latest version of the MRP software from this website: http://www.mrpsw.com/download_new.html.Click on the MRP software installer (recommended) to begin the
download. After clicking on the downloaded file an installation wizard window will appear (see
below.) Follow the installation wizard instructions which will guide you through all steps until
the MRP Software is successfully installed in your computer.
8
The installer will create a folder called eMRP in your C:\ drive (see Figure 2) and puts a shortcut
link on your desktop from which you can directly open the MRP software2:
Figure 2: eMRP subfolders (located in C:\eMRP\...)
MRP Software- This folder contains the actual software. You can open it from here.
Summary data file- This is the working data file containing all your data. It is connected to the
MRP software.
Data files from field (basic) users - This is where you can save data files received via email from
a lower user level, e.g. from field user(s) or basic user(s), before adding it to your summary data
file. You may want to create sub-folders within this to save the data by programme and/or
month. Field users can use this folder to save data files from Basic Users including an updated
configuration.
Configured data file – Optional use; users can save the data file after it has been configured for
the programme here.
Back up data- Any back up data file produced using the software will be automatically saved
here.
2.3
Uninstalling and/or re-installing the MRP software
If you have entered data into the MRP software you must save all relevant data files (e.g.
Summary data file and Back up data file(s)) before uninstalling or re-installing the software.
Just copy/paste the necessary data files where you can find them later, re-install the MRP
software with the steps described before and place your Summary data file and back up data
files in the corresponding folders of the re-installed MRP software on your C:\ drive (Summary
data file folder and Back up data folder).
To uninstall the MRP software close the MRP software, go to your C:\ drive, find the eMRP
folder and delete it with all its contents. Follow the steps outlined in Section 2.2 to re-install the
software. You will need to connect the Summary data file to the MRP software to view your
data (see Section 8 for more information on opening data files).
2
You can also open it from here: C:\eMRP\MRP software
9
3 Opening the software (All users)
Find the MRP icon on your desktop and double click to open the MRP software. You can also
open it from here: C:\eMRP\MRP software. You will need to authorise the use of macros to use
the software. Sometimes a security warning comes up (see below). Ignore and click open. If the
warning doesn’t appear select Enable Macros from the Options Toolbar at the top of your
screen before attempting to log-in.
3.1
Language selection and logging-in
By default the MRP software is in English. However, you can choose other languages in which
you would like to use the MRP software using the drop-down menus. When you have chosen a
language click Set Language. When using a different language please make sure that users
enter information in either English or French to ensure all relevant reporting staff (including HQ)
are able to understand all information.
To start using the software Enter your user name and password3 and press continue to access
the Main Menu.
From this page you can also connect to another data file before login by clicking on Connect
database. Details on opening data files are described in section 8 of this manual.
3
User names and passwords have been created for each user level: field user, basic user, data manager
and head office user to avoid accidental errors and editing of data. User names and passwords can be
obtained by writing to [email protected]
10
3.2
Main menu
The next screen you will see is the Main Menu. This displays the key functions within the
software; configuration, data entry, analysis & reporting and surveys. In addition, a Tools Menu
gives access to more basic actions such as opening and backing up data files, and there is a link
to an ‘About’ page which gives details on the development of the software.
You can also Log Off which brings you back to the login screen and you can login as a different
user or select a new language.
11
4 Configuring the software (Basic user)
When you open the software for the first time it will be empty. A Data manager will need to
enter the name of each programme and a Basic User will need to configure the software to the
characteristics of each specific programme to enable data entry. The information required to
configure the software is defined below. It is important that all the information is available
before starting the configuration process.
4.1
Essential information for configuration
The following boxes present the information needed to configure the software for your
programme. The Basic User should decide which levels of data analysis are required before
configuring the MRP software so that data is entered according to reporting requirements.
PROGRAMME: A programme may correspond to a geographical location, but may also be
defined by donor or another parameter depending on reporting requirements. General
information on programme characteristics and general context is entered in addition to
programme location, agency name and administrator. See section 3 of the MRP User Guidelines
for details of the programme characteristics information required.
FEEDING SITES: Prepare a list of all feeding sites that are in your programme(s). For each
feeding site you will need to define the following;
Programme components
tSFP, INS, OTP and SC as defined in the MRP User guidelines
Treatment groups
You need to select treatment groups for your programme(s). Treatment groups the MRP
software supports are: <6 months, 6-23 months, 6-59 months, 24-59 months, older children,
adolescents, adults, pregnant and lactating women, TFP follow up, chronic disease and
elderly. These are defined in more detail in Section 1 of the MRP User guidelines.
First reporting date
You will need to enter the first reporting date for each feeding site. The software currently
allows only monthly reports – since distributions usually take place weekly or fortnightly you
have to compile the data from each distribution using tally sheets, and then enter the totals
for the month into the MRP software. To define the weeks which correspond to each month
follow the calendar proposed by UNHCR (www.unhcr.org/his) - notice that some months have
4 weeks and others have 5 (see Annex 1).
Location
You will need to indicate where your feeding sites are located using the geographical locations
defined in the software for your country.
12
Referral stabilisation centre
You will need to enter the name of the stabilisation centre to which individuals are referred
from the tSFP/ OTP feeding site in case they need inpatient care. Include the name even if is
not run by your organisation.
4.2
Configure the software in 3 steps
Select the Configuration button from the main menu. You should view Programme area first
Step 1, configure the programme(s) Step 2 and configure all feeding sites Step 3. When you
have finished the configuration (Steps 1, 2 and 3) for one programme you can configure more
programmes in the same way by using same steps.
Step 1: View and check the geographical area
(In this step you do not have to configure anything, just view the locations and check they’re
correct)
The MRP software has been set up with geographical names (e.g. province, district) for a
number of countries. You should view the set up for your country (1) to ensure that the
geographical names are correct and the same as those used in your programme.
Use the drop-down menus to select the region and country where your programme is situated.
All geographical locations within the country will be listed. For example, in the picture shown
below, Atlantis is in the region Global. Atlantis is then divided into provinces, districts and
counties.
13
If you cannot find your country with its geographical levels or if geographical levels are wrong
please write to [email protected] and wait for instructions before proceeding to
Step 2.
Step 2: Configuring programme
Now you can configure your first programme and give it a name. The Data Manager will need to
log into the software to add a new programme before the Basic User can complete the
configuration. It is also possible to enter relevant survey data. See Annex 2 for a detailed
explanation of how to do this.
Add new programme (Data Manager)
Select Configure Programmes from the configuration page (1). Select Add (2) to configure a
new programme. This will open the programme configuration form.
Hint 1: List of all programmes
If you have previously configured programmes they will be
displayed in a list. From here you can View a programme enter
more details, or Edit existing programme information by
highlighting the site and selecting View or Edit.
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Enter the programme (1) and administrator (2) names into the white boxes. Select the country
and agency (3) from the drop down boxes.
Now that a new programme has been added the Data Manager can log out for the Basic User to
complete the configuration.
Entering programme characteristics and general context information4 (Basic User)
Select Configure Programmes from the configuration page. Select Edit to update programme &
context information for your programme. This will open the programme configuration form
already shown above. Information is divided into context, major events, protocols and products,
definitions, other and programme targets. You will need to select the corresponding tab in the
programme configuration form and enter information into the white boxes.
Hint 2: Specify information relevant to a subset of sites
If information is relevant to a subset of sites rather than the whole
programme (e.g. the general food distribution differs between
certain sites) you should specify this in the relevant data entry
box.
4
Section 3 of the MRP User guidelines outlines the programme characteristics and context characteristics
that should be entered.
15
Recording major events
There is a tab for major events. This is to allow users to update programme information
if major events occur that affect programme performance.
Enter the date that the event occurred and a description of the event. When you have
completed an entry click enter/ return on your keyboard to enter a new event.
It is only possible to enter one ‘event’ per date. If multiple events occur on one date
they will need to be entered in the same box.
Step 3: Configure feeding sites
Once you have configured your programme you should configure all feeding sites. Select
Configure Feeding Site from the configuration page and Add New (1). This will open the feeding
sites form.
Hint 3: List of configured feeding sites
If you have previously configured feeding sites a list of these sites
will be shown. From here you can search for a site by typing the
site name into the search box (2) or selecting the programme or
location using the drop down boxes (3.) Highlight the site and
select View to view a feeding site in more detail or Edit to edit
existing site information.
3
2
1
16
From the feeding site form you will need to enter the feeding site name (1) and select the
corresponding programme using the drop down menu (2.) Enter the name of the referral
stabilisation centre (3) and first reporting date into the white boxes (3)5. You will also need to
enter the components of your programme (tSFP, INS, OTP) and associated treatment groups
into a table (4) along with the date that the site opened (6.)
If a feeding site closes during the course of the programme time you can record this in the
feeding site form. Tick the Site Closed? box (5) and enter the date that the site closed. Closed
feeding sites are not shown in the data entry form and will not be listed in the compliance
report.
1
2
3
6
5
4
Hint 4: Deleting & editing treatment groups
If you have made a mistake when adding treatment groups you
can delete a reporting category or treatment group by right
clicking on the black arrow and selecting Delete Record (or Cut)
5
There is also an option to enter the date of site closure if this occurs. See frequently asked questions for
more information on what to do if a site closes
17
4.3
Configuration summary
Once you have entered all information you can view a configuration summary report. This will
show you a list of all sites by geographical location.
To view this summary report, select Analysis and Reports from the main menu. Select your
programme/ agency/ location from the drop-down menus (1). Highlight List of Feeding Sites (2)
and select Preview (3).
2
1
3
4.4
Sharing the configuration with Field users
Once the Basic User has completed the configuration it needs to be sent to Field Users for data
entry. To share the configuration you will need to back up your configured data file and send it
to Field Users with instructions on how to open and use the configured data file.
For more information on sharing & opening data files see Section 8.
Hint 5: Updating a configured data file
There are a number of situations in which the configured data file
will need to be updated (e.g. if new feeding sites open.) In these
cases the Basic User will need to update the configuration and
send an updated configuration file to field users to use for further
data entry.
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5 Data entry (Field user)
Each month Field users will enter data into the MRP software using paper based feeding site
reports (tally sheets or the monthly site report). The data entry screen is the first point of data
entry into the MRP software. Data is entered separately by feeding site and treatment group.
Hint 6: Basic & Field Users can enter data
If your office does not have specific Field users for data entry, the
Basic user can complete all of the data entry steps using the Basic
user password.
5.1
Entering data into the MRP software
You can only enter data into the MRP software if the data file you are using has been configured
for your programme. The Basic user will complete the configuration and send a configured MRP
data file to all field users.
You will first need to unzip and extract this file and save it in your Summary data file folder in
your C:\ drive. See Hint 11 for information on how to unzip, extract and save files.
You will then need to open the data file in the MRP software. See section 9.3 for detailed
instructions on opening data files.
5.2
Selecting your feeding site and month for data entry
To enter data for a feeding site, select Data Entry from the main menu (1).
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This will open the data entry menu. Select Enter Data (1). This will open a report ID form. You
will need to select your feeding site name from the drop down menu and the month and year
for which you are reporting (3) Select Enter Data to open the data entry form (4).
2
3
4
1
Hint 7: List of feedings sites with data
If you have previously entered data the feeding sites form will
show a list of sites for which data has been entered. From here
you can search for a site by typing the site name into the search
box (1) or selecting the programme, location or date using the
drop down boxes (2.) Click on the site and select View to view a
feeding site in more detail or Edit to edit existing site information
(3.)
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5.3
Navigating through the data entry page
The data entry form is where you enter data according to your programme. Once you have
selected the tab relating to your programme components (1) (targeted SFP, INS, OTP or SC) you
can enter data by treatment group. Definitions for each category are found in Section 2 of the
MRP User guidelines. Enter data as total numbers (not percentages) for each treatment group.
Data entry boxes are colour coded: white boxes show where data entry is required and light
blue boxes are optional data entry fields. These light blue cells are required to calculate
advanced performance indicators that might not be used by your agency. Totals are calculated
automatically by the software and appear in the yellow boxes as data is entered.
On the data entry page you can also enter comments (2), calculate Average weight gain and
Average length of stay (3) and enter data on gender (4). See details on each below the picture.
1
2
4
3
Recording comments
There is a section for field users to add comments related to a specific feeding site. This is a text
box where information can easily be shared with other users who wish to review site results.
You could use this box to record:
• if a major event occurs as this is likely to affect performance at feeding site;
• if performance indicators are substandard; to give an explanation as to the reasons
why;
• if beneficiaries have been reported as ‘Other’ to explain why
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Average weight gain and length of stay calculator
An Average Weight Gain (AWG) and Average Length of Stay (ALS) calculator (1) is included in
the software for optional use. It can be accessed by selecting the AWG/ALS Calculator button
(3). Guidance on how to use the calculator is given in Annex 3.
Data entry by gender (only for tSFP total admissions of 6-59months)
There is an option to report gender for total admissions for tSFP for children aged 6-59 months.
Select Total admissions by gender (4). Enter the total number of admissions (male) and the
total number of admissions (female) into the corresponding boxes. The percentage of male and
female admissions will be calculated automatically as shown below.
5.4
Viewing performance indicators by feeding site
You can view performance indicators by site by selecting Performance Indicators from the
feeding site data entry page (1).
1
22
This will open a summary of the performance indicators for the selected site and month only.
See section 5 of the MRP User guidelines for definitions of indicators and guidance on how to
interpret them.
Hint 8: Alternative methods of producing a site report
It is also possible to produce an individual site report using the
Analysis and Reports function (see Section 7).
5.5
Printing monthly feeding site data
To print monthly feeding site data, select File from the main Access Toolbar menu and Print.
5.6
Sharing data files
Once you have finished entering data each month you will need to send the data file that you
have been working on to the Basic user. For more information on how to send data files see
section 8.2
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6 Reviewing & compiling data (basic user)
The Basic user is responsible for collecting data from a number of feeding sites. Completed data
files should be collected from field users and unzipped, extracted and saved in the folder Data
files from field users before opening them in the software (see Hint 11 for more information on
unzipping data files). Basic Users should first open the data file to check the quality of data
before adding it to their summary data file.
Once the data file is open in the software it is possible to perform the following checks:
• Compliance - how many of the site reports expected have been received?
• Data validation – are there any mistakes in the data received?
Once data is verified the Basic user will need to add the verified data file (Add new data files) to
the Summary data file where all data has been accumulated that relates to the operation area
(as explained in section 8.3).
6.1
Checking reporting compliance
A compliance report is automatically produced by the MRP software. This lists all feeding site
reports that have been received each month, allowing you to easily view whether reports are
missing.
To view this compliance report, go to Analysis and Reports (1). You can view a list of the reports
arranged by time/ date or programme by selecting your programme/ location and time period
from the drop-down menu. From the list of report types select Reporting Compliance (2), click
Preview (3), enter the year you want to compliance to be checked (4) and press OK.
This will produce a report as shown above. To print a feeding site compliance report, select File
from the main Microsoft™ Access Toolbar menu and Print.
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Before a new data file is added to the summary data file (which contains all verified data that is
accumulated since start of the CMAM programme), it is important to review the data and make
edits (if corrections are necessary) before data is analysed or reported.
Basic users can access any single feeding site report in the MRP software to view and edit data.
To view or edit data select Data Entry from the main menu. Search for a report by programme
name, location or date using the drop-down menu. From here you can View, Edit or even
Delete a single feeding site report.
6.2
Validating reports
A number of validation rules have been defined within the MRP software. To view a validation
report; go to Analysis and Reports (accessed from the main menu). Use the drop-down menus
to specify your report selection criteria including the location & time period (1), open the Data
validation tab (2), highlight Data Validation Report (3) and click Preview (4) to view the
validation report.
You can also choose the time period for which you want to the report to be done.
A detailed overview of validation rules is given in Annex 4. You should determine whether the
validation rules specified in the report relate to inconsistencies in the data received form Field
users and follow up as needed.
6.3
Editing & deleting monthly feeding site data
Basic users can edit or delete feeding site data if necessary. Select Data Entry from the main
menu. Find the feeding site and month you need to edit or delete using the drop down menus
(1). Highlight the feeding site name (2) and select Edit or Delete (3). Selecting edit will open the
feeding site report where you can alter raw data values as required.
25
If the quality of a single feeding site report is not adequate, click on Delete to delete the single
report and re-import the data file containing this single feeding site report after corrections
have been made.
6.4
Reviewing and updating programme characteristics and context information
Comments that have been entered in the Comment box (top right hand corner of the data entry
screen) are best visualized using the List of comments report. If comments indicate that a major
event has occurred or if there are any changes in programme implementation (such as
temporary change in protocols) or an explanation of data entered as “other” you will need to
record this information in the programme configuration. See section 4.2 for detailed
instructions on how to record this information.
26
6.5
Sharing completed data files
When data compilation & review is complete you can begin analysing & reporting data (see
section 7). You can also send validated data files to the Data manager for analysis and reporting
of multiple programmes. Section 8.2 for detailed information on how to share data files.
27
7 Analysis and reporting of data (Basic user, Data
manager)
Before analysing and reporting data you should ensure that the data file open in the software
has been validated and any necessary edits have been made. Data managers should request
validated data files for a programme from Basic users.
7.1
Producing MRP reports
An overview of the reports that can be generated using the MRP software is given in Annex 5.
To produce a report, select Analysis & Reports from the main menu. This will open a form
showing the MRP report selection criteria (left) and a list of report types (right). Data can be
analysed according to the following criteria:
-
Date: period from to
Geographic location: Global region, country, sub-national location (country-specific)
Programme: Programme name, agency
Feeding site: It is possible to select a number of sites based on your own selection criteria
independent of geographical location
Agency: It is possible to select data from specific agencies if you are reviewing data for a
number of organisations
To produce an MRP report, specify the report selection criteria using the drop-down boxes. (1)
Highlight the MRP report type that you need to produce (2) and select Preview (3) to see the
full MRP report. Select Clear (4) if you want to change reporting criteria.
28
Hint 9: Selecting specific sites for analysis
If you want to analyse data for a sub-set of sites independent of
location or programme click on Select multiple sites (1), highlight
the site name & click on Select (2). Once you have selected all
necessary sites click Exit (4). You can also remove feeding sites
from this list using the Remove (3) function.
You can also analyse data from a specific sub-set of agencies. Go
to Select multiple agencies and follow the instructions above.
To print an MRP report; open the report and select File and Print from the main Microsoft™
Access toolbar. You can also make a pdf of your report by selecting pdf maker after the print
command.
If you want to create an MRP report that summarises all data independent of programme or
location select Summary Report and Preview (there is no need to select any report selection
criteria.)
7.2
Producing graphs
An overview of the graphs that can be produced using the software is given in Annex 6. To
produce a graph, select Analysis and reports from the main menu.
Specify the selection criteria using the drop down menus (1), highlight the name of the graph
you want to produce (2) and Select Preview (3.)
29
This will open an indicator analysis form. From here select the programme type (1) and treatment
group (2) (see picture below).
It is possible to copy the chart from here or export it to Excel for further editing:
To copy a graph, select Copy Chart (3) and paste it into another programme, e.g. Microsoft™
Word.
To export the graph and raw data to Microsoft™ Excel, click Export to Excel (4) ---ONLY FOR
WINDOWS 7 USERS--To print a graph select File and Print from the main Access toolbar.
•
•
•
4
Hint 10: Editing graphs
If you export the graph to Microsoft™ Excel or Word it is possible
to edit it. Double click on the graph. This will open a graph toolbar
at the top of the page where you can make formatting changes or
change the graph type.
30
8 Opening, sharing, adding, splitting data files
Feeding site data is stored in data files. These can be opened in the MRP software, shared with
other users and compiled to form a data file of multiple sites, programmes or countries (the
Summary data file).
All users should understand the following core functions in order to confidently use the MRP
software:
•
•
•
Opening a data file using the MRP software e.g. if a Basic user wants to open and review a
data file from a field user before merging it with the Summary data file.
Sharing data files e.g. when the Field user has completed data entry and needs to send data
to the basic user for review
Adding new data files e.g. a) if a Field user has been sent a configured data file so they can
add the configuration to their summary data files and enter data for their sites, b) If the basic
user needs to merge data files from multiple sites
Additionally, Basic users, Data mangers and Head office users might find it useful to create a file
containing only a sub-set of data:
•
Create a subset of a data e.g. if you need a data file for only specific programmes, feeding
sites or time periods
Hint 11: Unzipping, extracting & saving data files
MRP data files are sent in a zipped format so that when users
receive data files they will need to unzip them using the Extract all
function: Right click on the attached file in the email, then click
Open. A window will appear: Select Extract all (1), browser to the
Data files from field users folder in your C:\ drive and select Next
(3) until extraction is completed. The data file will now be saved in
the MRP folder on your C:\ drive and you can then open the file
using the software.
31
8.1
Opening a data file with the MRP software
There are two ways to open a data file; a) from the login menu and b) from the tools menu after
you have logged into the MRP software.
a) Opening a data file from the login menu
Select Connect Database (1) from the login menu, browser for the data file you want to
open (2) highlight it; click Open (3) and then Connect (4). The window shows you the status
of connection. Once all tables are connected click Exit (5). Your data file is now linked to
the software and you can login.
b) Opening a data file from the tools menu after login
Select Tools (1) from the main menu, click on Open data file (2), browser for the data file
you want to open (3) highlight it and click Open (4) and then Connect (5). The window
shows you the status of connection. Once all tables are connected click Exit (6). Your data
file is now linked to the software.
32
It is important to note that using the Open Data File function will replace but not delete data
currently in the software. Previous data is still saved and can be opened again.
8.2
Sharing data files
Step 1: Back up data file
To share a data file, you will first need to make a Back up of your data. This will make an exact
replication of all data that is currently open in the MRP software, including the configuration
and all site reports.
Select Tools (1) and Backup & Add New Reports (2)
Select Create Backup of Data file (3). The backup file will automatically be saved in the Back up
folder under your C:\ drive (C:\eMRP\back up data) with the file name eMPRdata_Site
number_Date of back up. You can rename the file according to the guidelines (Annex 7) by
editing the file name displayed in the white box (5) before selecting Create Backup of Data file.
When the back up is complete a box will appear. Select Ok (4) as the Backup is complete.
5
Hint 12: Make back ups of your data regularly
It is advised that you create back up data files regularly to avoid
loss of data.
33
Step 2: Compress and send data file
Find the data file you just backed up in your Back up data folder in C:\ drive. To compress the
file right click on it, select Send To and then Compressed (zipped) Folder. This will create a
zipped data file in the same folder. Attach this to an email to send it to other users.
IMPORTANT when users receive this file they will need to unzip it using the Extract all function
(see Hint 11 for detailed guidance on unzipping data files.)
Hint 13: Transfer data files via USB stick
Files can also be transferred by memory stick if you do not have an
internet connection.
34
8.3
Add new data files
You should use this function in two types of situation:
a) to merge data into your Summary data file
b) to update the data file you are currently using (e.g. if you are sent an updated
configuration)
To use the add a new data file function select Tools from the Main Menu and Backup & Add
new Reports. Browse for the data file you want to add (1), and Click Open (2) and select Add
New Data file (3.) This will add site reports from the selected data file to your summary data file
without overwriting data in the site reports of your summary data file6.
1
3
2
Hint 14: Overwrite existing data function
Basic users and Data managers will be given the option to
overwrite existing data (1). This is a function you should use to
replace site reports in your data base (summary data file) with site
data from a new data file. Follow the instructions above on
adding new data files but select Overwrite existing data (1) It is
recommended that you make a back up of your data before
selecting this function to avoid loss of data.
1
6
Configuration data already present in the software will be overwritten with configuration data in the
new data file when using the Add New Data function. This enables Basic users to send updated
configuration data files to Field users.
35
8.4
Create a subset of your data file
Select Tools from the Main Menu and Backup & Add new Reports. Select Create Subset of Data
(1) and choose the criteria for your subset (2). (These are the same reporting criteria as in the
Analysis and reporting section.) Click on Create Subset (3). A message will come up that
indicates that a new folder called Subset data has been created in your eMRP folder under you
C:\ drive (C:\eMRP\Subset data). Click OK (4).
36
9 Frequently asked questions
9.1
Where can I get the most recent version of the MRP software?
The most recent version of the MRP software can be downloaded from the MRP website
http://www.mrp-sw.com/download_new.html . If you are updating an old version of the MRP
software you should replace only the eMRP.mdb file that is saved in your MRP folder in your
C:\drive with the file called MRP software on the website. You should not replace any data files.
9.2
I can’t download and open the MRP software.
You must have Microsoft™ Access installed on your computer to be able to download and use
the MRP software. A free run time version of Microsoft™ Access can be downloaded here
http://www.microsoft.com/en-us/download/details.aspx?id=4438 .
You can also try using a different internet browser such as Google Chrome or Mozilla Firefox.
Sometimes Microsoft™ Internet Explorer blocks files from being unzipped.
If the software doesn’t open you may need to change the MRP folder location from the C:\ drive
to ‘My documents’. If you do not have administrator privileges on your computer you won’t be
able to save a workable version of the MRP software to your C drive. Instead save it in ‘My
documents.’
9.3
I can’t open a data file that was sent to me.
Data files are normally compressed/zipped for sending them via email. You must extract any
data file that has been sent to you as zipped file before you will be able to open it. See Hint 11
for more information.
Make sure that you have received the right file. Sometime users send the Software instead of
the data file. Data files are labelled as eMRPdata.
9.4
What to do if a new feeding site opens in my programme?
If a new site opens, the basic user will need to update the configuration. Select Configuration
from the main menu and update the configuration by adding a site - indicating the date of the
first reporting period. In order for field users to be able to enter data for this site you must send
the configured data file to field and basic users. They should open this data file (using the Add
New data button) and use it for data entry.
9.5
What to do if a site closes?
If a site closes, the basic user will need to update the configuration. Select Configuration from
the main menu and open the feeding site configuration form for the feeding site that has been
closed – tick the box ‘feeding site closed’ and indicate the last reporting date (see section 4.2 for
more detailed instructions on how to do this).
You do not need to send the updated configuration to field users in this instance.
37
9.6
What to do if treatment groups in a feeding site change?
If treatment groups change, the basic user will need to update the configuration. You must
update the configuration in your data file containing the most up to date data to avoid
overwriting data from the field!
Select Configuration from the main menu and update the configuration by altering the
treatment groups for a feeding site. In order for field users to be able to enter data for this site
you must send the configured data file to field and basic users. They should open this data file
(using the Add New data button) and use it for data entry.
9.7
How can I view multiple country data sets?
To view data sets from multiple countries you will need a completed data file for multiple
countries and a data manager password from the data manager at headquarters.
9.8
What to do if my site isn’t showing in the data entry form?
If a site doesn’t appear in the list for data entry it may be because the site has been ‘closed’ in
the configuration. Once the site has been indicated as closed you can’t enter any data for it. In
this case the Basic User update the configuration.
9.9
What to do if my data files don’t merge?
You won't be able to merge data unless programmes are configured in the same data file.
Therefore, only the data manager should add a new programme. They should take the most
recent data file and add a new programme before sending it to the Basic user to complete the
configuration.
9.10 What to do if I can’t edit data?
If you want to edit information in the configuration/ data entry forms you must select the EDIT
button. Double-clicking on the site name will open a form but you will not be able to edit your
data only view it.
9.11 What to do if my screen freezes?
If your screen freezes and you can’t enter information try pressing the escape button or closing
the window and re-opening it. Everything in Access is automatically saved so you won’t lose
your work.
9.12 How do I keep track of maintenance and update?
Updates will be available from time to time to resolve reported issues and to add new
functionality. These will be available on the MRP website: www.mrp-sw.com . If you experience
problems with the MRP software, or have suggestions for improvement please write to us at
[email protected]
9.13 Where can I send feedback or report problems?
The MRP team has put all efforts into making this software and the MRP software manual as
user-friendly and functional as possible. We’d love to get any feedback on what you think and
whether you encounter any problems. Please write to us at [email protected] or
contact your assigned MRP helpdesk officer.
38
10 Annex
Annex 1 Health Information System Reporting calendar
2013 calendar will be available soon at www.unhcr.org/his and
search for the key words “HIS reporting calendar 2013”
39
Annex 2 Entering survey data
It is possible to enter information on relevant surveys into the MRP software. Select Surveys
from the main menu (1). From here select the mortality, nutrition or coverage survey tab (2)
and click Add New (3). This will open a survey form where you can enter relevant information.
2
3
40
Annex 3 Average Weight Gain (AWG) and Average Length of
Stay (ALS) calculator
There are average weight gain and average length of stay calculators specific to targeted SFP,
OTP and SC. These can be used optionally by selecting the relevant tabs (1). Once you have
selected the relevant programme type use the drop-down menu to select a treatment group
(2.) You will need to enter the dates of stay and weights at entry and discharge for a random
sample of 40 children aged 6-59 months who have been discharged as recovered (3). Enter data
row by row and use the tab key of your key board to navigate from cell to cell to make sure the
calculation is updated after every child.
4
The total number of individuals included in the calculation, average weight gain and average
length of stay are displayed as part of the calculator (4). More detail on the calculations
including formulae are given in the MRP user guidelines.
The calculator for OTP separates data entry for children with Kwashiorkor and Marasmus (for
children with Kwashiorkor minimum weight is entered instead of entry weight.) The calculator
for SC only includes average length of stay in line with reporting requirements.
41
Annex 4 Validation report overview
The validation report will give a list of any feeding site reports where data is missing, or where
there are negative numbers. In addition, the validation report will state whether any of the
following validation rules have been violated.
1. For each feeding site, the total figures at the beginning of the period (e.g. Feb 2011)
should match the total at the end of the period for the previous month (Jan 2011.) If
this is not the case a warning will show.
2. A report row for a treatment group is completely blank ( no data entered)
3. If pregnant and lactating women (PLW) have been selected as a treatment group and
data has been entered in the WFH/ BMI column a warning will show. PLW should only
be admitted through MUAC.
4. If during the first two months of a programme there is any data entered as ‘Relapse’
then a warning will show. During this period there is not time to be discharged as
recovered and re-admitted again (assuming targeted SFP service rounds of two weeks.)
5. An alert is given whenever an ‘other’ is admitted. The data manager should investigate
why individuals have been entered as other.
6. If there are infants <6 months included as a treatment group, a warning should show if
data is entered in the cell ‘promotion to OTP’ as infants < 6 months should always be
entered in ‘recovered.’
7. If figures in tables are identical in 2 or more consecutive months then a warning will
show.
42
Annex 5 Overview of reports generated by the software
Summary reports
The summary report function allows you to make an aggregate report of feeding site data and
performance indicators. Data can be aggregated by agency, location and time period or a
selection of sites can be specified by the user for analysis of a sub-set of data (as detailed in
section 7.)
The summary report shows results for targeted SFP, INS, OTP and SC separately. Use the arrow
(1) to go to all pages of the report. There is also a separate report for combined OTP and SC
results (Overall Programme Performance (OTP+SC)).
Summary of programme characteristics, general context and survey data
The summary of programme and context characteristics and
survey data allows you to produce a report of background
information by programme and date. This can be used to provide
an overview of the whole programme or to see updates/ changes
in the programme over time and might give indications why the
programme is performing in a certain way.
Use the arrow (1) to go to all pages of the report.
43
Annex 6 Overview of graphs generated by the software
The graph function allows you to generate graphs for a specific treatment group, site or group
of sites, area or group of areas, and for pre-selected periods of time (one month, year or a userselected period).
These types of graphs can be produced as follows:
1. Total in programme
Total entries (Total in), Total exits (Total out), Total end of month
2. Total admissions
Total admissions, Total discharges, Total end of period
3. Detailed admissions
Total admissions, Total MUAC, Total WFH/BMI, Oedema, Relapse, Re-admission
4. Relapse and re-admission
% relapse, % re-admission
5. Sphere indicators
% recovered, % death, % defaulter, % non-recovery, (% promoted to OTP)
6. Advanced indicators
% recovered, % death, % defaulter confirmed, % defaulter non-confirmed, % medical
referral, % transfer to TFP, % non-response
7. Average weight gain and length of stay
Average weight gain and average length of stay
8. Cumulative number of admission
44
Annex 7 Guidance on naming files
The Summary data file contains all data that has been entered (field users) or compiled (basic users, data managers) with data added every month. You only
rename it once for your first data entry (see table below).Before sending data to the next level (usually when all data has been entered for the reporting
month) you make a back up of this file. Follow section 8.2 to rename your data file according to the table below.
7
User
level
Overview of
data
Summary data file
Field
Sub-set of
sites by
district/
province etc.
MRPdata_agency_country code_area ID
MRPdata_SC _COUNTRY CODE _AAAA
12
e.g. MRPdata_SC_KE_WJMN
Programme
MRPdata_agency_country code_programme number
Basic
Data
manager
HQ
Country
Multiple
countries
10
Back up data files
9
8
MRPdata _agency_country code_areaID_month_year
11
MRPdata_SC_COUNTRY CODE_AAAA_MMM_YY
e.g. MRPdata_SC_KE_WJMN_JUN_12
13
MRPdata _agency_country code_programme number_month_year
MRPdata_SC_COUNTRY CODE_P###
e.g. MRPdata_SC_KE_P001
MRPdata_SC_COUNTRY CODE_P###_MMM_YY
e.g. MRPdata_SC_KEN__P001_JUN_12
MRP data_agency_country code
MRPdata _agency_country code_month_year
MRPdata_SC_COUNTRY CODE ,e.g. MRPdata_SC_KE
MRPdata_SC_COUNTRY CODE_MMM_YY, e.g. MRP_SC_KE_JUN_12
MRPdata_agency_head office location
MRPdata _agency_head office location_month_year
MRPdata_SC_LLL, e.g. MRPdata_SC_LON
MRPdata_SC_LLL_MMM_YY , e.g. MRPdata_SC_LON_JUN_12
7
Data file containing all data that has been entered (field users) or compiled (basic users, data managers), with data added every month
Data file containing information for one specific country/ programme/ group of feeding sites Note: Back up data files should be sent to the next user level as they are date
marked- not the summary data file.
9
Area refers to the area for which data is entered by one field user
10
See agency codes on the next page
11
See country codes on the next page
12
WJMN for Wajir & Mandera
13
Data managers should give every programme in their country a unique number
8
45
Country and Agency codes
14
14
If you cannot find the name of an agency in the list above please contact [email protected]
46