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DEVELOPING POPULATION AND FAMILY PLANNING DATABASE AND THE DATA STANDARD

DEVELOPING POPULATION AND FAMILY PLANNING DATABASE AND THE DATA STANDARD. Center for Population Information and Documentation Vo Anh Dung Email: dungva.cpid@gopfp.gov.vn Website: http://www.gopfp.gov.vn. CONTENTS. INTRODUCTION DESIGNING DATABASE DEVELOPING DATABASE

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DEVELOPING POPULATION AND FAMILY PLANNING DATABASE AND THE DATA STANDARD

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  1. DEVELOPING POPULATION AND FAMILY PLANNING DATABASE AND THE DATA STANDARD Center for Population Information and Documentation Vo Anh Dung Email: dungva.cpid@gopfp.gov.vn Website: http://www.gopfp.gov.vn

  2. CONTENTS INTRODUCTION DESIGNING DATABASE DEVELOPING DATABASE SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS CONCLUSIONS QUESTIONS AND ANSWERS

  3. PFP database is designed and developed to serve PFP management information system (MIS), contribute to managerial and monitoring capacity in PFP work at all levels Database is organized from central to district level to fully, timely and precisely provide PFP information in terms of data management, monitoring and exchange Gradually ensure rules and list of technical standards on IT application in government organizations. INTRODUCTION

  4. OVERALL DESIGNING Orientation & needs for IT equipment, software and application Orientation & needs for telecom infrastructure – data transmission OVER ALL DESIGNING Orientation & needs for procedures of PFP management

  5. Provision service Central database Provincial Database District database Centra l users Provincial users Commune level Local users PFP DATABASE MANAGEMENT Internet Internet

  6. USERS • PFP institutions at all levels • Governments organization, ministries, mass organizations at all levels • Citizents at request

  7. CONTENTS INTRODUCTION DESIGNING DATABASE DEVELOPING DATABASE SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS CONCLUSIONS QUESTIONS AND ANSWERS

  8. CENTRAL LEVEL • Creating database, administrative list • Providing administrative list to provinces ện • Managing, using administrative list • Receiving data from provinces PROVINCIAL LEVEL • Receiving data from districts • Managing inter-provincial mobility • Receiving administrative list changes • from central to district level • - Sending data to central level DISTRICT LEVEL • Primary data entry, changes • Receiving the national • administration list • Sending data to provincial level • Receiving data from provincial level (managing mobility data) • Export data upon requests Model PFPF database Administrative list Data Administrative list Data Satisfying needs

  9. District process Primary data entry Standardization of information Information conformation Printing data entry form Sending data to higher level PFP database Entry of mobility data Exporting data Entry of additional data & Statistical data on activities Writing reports Finalizing data (annually)

  10. ORGANIZING INFORMATION Database at central level • Disadvantages: • High costs, complicated, slow speed due to high data density • Advantages: • Easy for statistical data processing • Easy search Dispersed database • Advantages: • Lower cost • Serving local needs • Reducing density • Less complicated • Disadvantages: • Phục vụ thống kê mới khó • More time for large-area search

  11. Input data • Household basic information: Administrative unit; area; detailed address; household order in the area; house number/name of house head • Individual information: order of the individual in household; Full name; Relations with head of the household; Sex; Date of birth; Ethnic group; Education level; Qualification; Marital status; Residence; Disability • Family planning information: Starting date of contraceptive use, name of method

  12. Mobility information

  13. Reports, output data

  14. Các báo cáo, dữ liệu đầu ra

  15. Các báo cáo, dữ liệu đầu ra

  16. Installing software • Technical tool • Environment to develop Microsoft Visual Studio .NET • Programming language C#.NET • Database administration system SQL • Tool to develop Crystal Report • Other support tool: XtraGrid • Letter font: Unicode • 2. Monitoring system and environment of application • Software compatible to monitoring system • Data management and exchange on PC, LAN, WAN

  17. UPDATING DATA Collect mobility information, fill in the information sheets and send to district level to update data Types of information sheets from commune level: 1. List of households having mobility: data printed from database. Hand writing need be updated in the database 2. List of households moving in/previously obmiting (hand writing) 3. List of motivators: data printed from database, latest list. New motivators (hand writing) need to be updated in the database 4. List of address: data printed from database, latest list. few address changes, only motivators can change addresses that should be updated 5. Quarterly statistical report of commune

  18. UPDATING DATA Update list of motivators Update list of addresses Update individual information Add households Delet households Add individual Delete individual Correct individual information in database Seperate household: Change of household: Change of address Update additional information

  19. UPDATE ADMINISTRATIVE LIST Reasons for updating All databases are to be updated when there are changes in administrative list (separation, merge…) Situations can be: - A new province/merge into another province; - A new district/move to another province; - A new commune/move to another district; - One commune separates in two or more; - Upgrading (or change of name) an administrative unit Impact: Updating administrative unit; reorganizing data Updating administrative unit

  20. EXPLOYTING DATA Printing PFP reports Printing population reports, specific lists Statistical data Search Printing individual information by household

  21. MANIPULATING DATABASE Backup, data retrieve (database files) Data export (file excel, word, pdf…) Data import from commune level

  22. DESIGNING DATABASE STANDARDS Designing database standards helps designers, users share a same viewpoint, mode of presentation and standard towards an issue User’s interface standard: including data display standards; screen standards; monitoring interface

  23. DESIGNING RULES, SOLVING DATA PROBLEMS Using client/server model, solving data problems (duplicating keys, deleting master with detail...) is assigned to server to reduce access time and save data Maintenance: Avoiding duplicating code due to more codes for different screens Saving energy: using tools to create standard codes, khai báo trên server nếu có thể Stability: highest stability attained when khi đặt mọi thứ trên server Friendliness: immediate warnings after data entry Reviewing issues before designing functions and procedures for solving data problems

  24. MANIPULATING DATABASE Backup, data retrieve (database files) Data export (file excel, word, pdf…) Data import from commune level

  25. CONTENTS INTRODUCTION DESIGNING DATABASE DEVELOPING DATABASE SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS CONCLUSIONS QUESTIONS AND ANSWERS

  26. TECHNICAL PROCESS PFP motivators come to each household in assisgned areas to communicate FP practice, and collect PFP information of each household member and update the PFP records PFP information of each household member are updated in district databases District data are processed and created electronic PFP reports: Report 01 (monthly); Report 02 (quarterly); Report 03 (annual) for commune and district level Provincial data are processed and created provincial electronic PFP reports PFP data are processed and created national electronic PFP reports

  27. Implementation phases QUALITY IMPROVEMENT (2006-2010) COMPLETION (2001-2005) DEVLOPMENT (1994-2000)

  28. PROJECTS Project on developing an MIS (national PFP program 1994-1995, 1996-2000) Project on developing an MIS (national PFP program 2001-2005) Project on improving MIS quality (national PFP program 2006-2010)

  29. Decisions of the Minister-Chairperson - Decision No. 138 UB/QĐ on 10/11/1994 - HD 280/1998/UB/KHCS on 21/4/1998 - Decision 01/2001/UB-QĐ on 9/2/2001 - Decision 02/2005/QĐ-DSGĐTE on 29/7/2005 - Decision 03/2005/QĐ-DSGĐTE on 29/7/2005 - Official letter 9717/BYT-KH-TC on 19/12/2007 Decisions of the Prime Minister - Decision 18/2002/QĐ-TTg on 21/1/2002 - Decision 170/2007/QĐ-TTg on 8/11/2007 ... Legal ground

  30. - Completing PFP indicators - Data collection and preliminary records - Quality of information collected - Technical training - Monitoring and assessing data quality - Infrastructure for database - IT equipment - Development of applied software - Guidelines for training - Developing and finalizing policy - Legal status of data DIFFICULTIES, CHALLENGES

  31. CONTENTS INTRODUCTION DESIGNING DATABASE DEVELOPING DATABASE SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS CONCLUSIONS QUESTIONS AND ANSWERS

  32. It INFORMATION STANDARDS IN HEALTH SECTOR Legal documents (issued by government organizations) or documents of high consensus (issued by professional and prestigious health organizations assigned by the government or community), or documents of internal administrative management Technical standards are tools or rules recommended by community

  33. Standard documents International standards commonly used worldwide, regionally, or among countries; National or government standards; Local standards assigned by enterprises, only used internally; Technical standards (or technical norms)

  34. FEATURES OF OPEN STANDARD Transparency (open exchange, discussion of technical issues and decision-making); Compatibility (based on need analysis, ensuring easy access and multi-language) Openness (everyone can participate); Objectiveness, equality and consensus (equal to all users); Accessibility: accessible (free-of-charge to standard data in all phases, allowing to develop open source in Internet/Web); Maintenance (correcting, checking and regular access).

  35. CONTENTS INTRODUCTION DESIGNING DATABASE DEVELOPING DATABASE SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS CONCLUSIONS QUESTIONS AND ANSWERS

  36. CONCLUSION • Continuously update and use PFP database • PFP database includes phân hệ containing electronic data of each individual and household that can be shared and exchanged • There should be cooperation in developing and issuing IT health standards for health information systems,to improve these information systems and contribute to save costs in recollecting basic infromation of clients/patients • Effective IT application will improve managerial and monitoring capacity, and quality of healthcare.

  37. QUESTIONG AND ANWSERS

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