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DEVELOPING POPULATION AND FAMILY PLANNING DATABASE AND THE DATA STANDARD. Center for Population Information and Documentation Vo Anh Dung Email: [email protected] 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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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: [email protected]

Website: http://www.gopfp.gov.vn


Contents

CONTENTS

INTRODUCTION

DESIGNING DATABASE

DEVELOPING DATABASE

SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS

CONCLUSIONS

QUESTIONS AND ANSWERS


Introduction

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


Developing population and family planning database and the data standard

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


Pfp database management

Provision service

Central database

Provincial

Database

District database

Centra l users

Provincial users

Commune level

Local users

PFP DATABASE MANAGEMENT

Internet

Internet


Developing population and family planning database and the data standard

USERS

  • PFP institutions at all levels

  • Governments organization, ministries, mass organizations at all levels

  • Citizents at request


Contents1

CONTENTS

INTRODUCTION

DESIGNING DATABASE

DEVELOPING DATABASE

SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS

CONCLUSIONS

QUESTIONS AND ANSWERS


Developing population and family planning database and the data standard

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


Developing population and family planning database and the data standard

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)


Developing population and family planning database and the data standard

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


Developing population and family planning database and the data standard

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


Developing population and family planning database and the data standard

Mobility information


Developing population and family planning database and the data standard

Reports, output data


Developing population and family planning database and the data standard

Các báo cáo, dữ liệu đầu ra


Developing population and family planning database and the data standard

Các báo cáo, dữ liệu đầu ra


Developing population and family planning database and the data standard

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


Updating data

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


Updating data1

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


Update administrative list

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


Exployting data

EXPLOYTING DATA

Printing PFP reports

Printing population reports, specific lists

Statistical data

Search

Printing individual information by household


Manipulating database

MANIPULATING DATABASE

Backup, data retrieve (database files)

Data export (file excel, word, pdf…)

Data import from commune level


Designing database standards

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


Designing rules solving data problems

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


Manipulating database1

MANIPULATING DATABASE

Backup, data retrieve (database files)

Data export (file excel, word, pdf…)

Data import from commune level


Contents2

CONTENTS

INTRODUCTION

DESIGNING DATABASE

DEVELOPING DATABASE

SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS

CONCLUSIONS

QUESTIONS AND ANSWERS


Technical process

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


Developing population and family planning database and the data standard

Implementation phases

QUALITY IMPROVEMENT (2006-2010)

COMPLETION

(2001-2005)

DEVLOPMENT (1994-2000)


Projects

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)


Legal ground

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


Difficulties challenges

- 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


Contents3

CONTENTS

INTRODUCTION

DESIGNING DATABASE

DEVELOPING DATABASE

SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS

CONCLUSIONS

QUESTIONS AND ANSWERS


It information standards in health sector

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


Standard documents

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)


Features of open standard

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).


Contents4

CONTENTS

INTRODUCTION

DESIGNING DATABASE

DEVELOPING DATABASE

SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS

CONCLUSIONS

QUESTIONS AND ANSWERS


Conclusion

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.


Questiong and anwsers

QUESTIONG AND ANWSERS


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