PEPFAR Data Genie

PEPFAR Data for Accountability Transparency Impact
Monitoring (DATIM)
PEPFAR Data Genie (Version: 1.1.3)
User Guide, December 2015
This information has been prepared solely for the use and benefit of the U.S. Department of State’s Office of the U.S. Global AIDS Coordinator
and is not intended for reliance by any other person.
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President’s Emergency Plan for AIDS Relief
PEPFAR User Management
Revision History
Revision
1
2
3
Description of Change
Original Draft
Updated Security Model Section
Updated Version Number
Updated Background Section
Updated Disclaimers Section
Added Tips and Tricks Section
Added Filtering Attributes Table
Added Disclaimers Sub-Sections
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Effective Date
Sept. 2015
Oct. 2015
Dec. 2015
President’s Emergency Plan for AIDS Relief
PEPFAR User Management
Contents
Revision History ................................................................................................................................ 2
Background ....................................................................................................................................... 4
Disclaimers .................................................................................................................................... 4
Functionality Disclaimers....................................................................................................... 5
Disclaimers for SIMS Data Stream ......................................................................................... 5
Security Model ................................................................................................................................... 6
Security Model Figure 1 ................................................................................................................ 7
Security Model Figure 2 ................................................................................................................ 7
Getting Started with the Data Genie ................................................................................................. 8
Using the Filtering Functionality ...................................................................................................... 9
Filtering Attributes Table .............................................................................................................. 9
Filtering Functionality Example .................................................................................................. 11
Running a Report ............................................................................................................................ 12
Using the Results ............................................................................................................................ 12
Tips and Tricks ................................................................................................................................ 13
#1 - Ability to Easily Compare Data Exports .............................................................................. 13
#2 - Ability to Modify the Default Columns ................................................................................ 13
#3 - Ability to Select Columns to Export .................................................................................... 14
#3 – Ability to Sort Data .............................................................................................................. 15
#4 – Troubleshoot Bandwidth Limitations ................................................................................. 16
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President’s Emergency Plan for AIDS Relief
PEPFAR User Management
Background
The purpose of the PEPFAR Data Genie is as follows:
 Availability: Make data available to USG DATIM users.

Transparency: Share data from various data streams to promote transparency and guide
programmatic decision-making.
The PEPFAR Data Genie is best for retrieving all metadata associated to an Operating Unit (OU) for the
Implementation/Planning attributes, Monitoring, Evaluation, and Reporting (MER), Site Improvement through
Monitoring System (SIMS), and Budget data streams. For a detailed analysis of granular data disaggregates,
DATIM’s Pivot Table and/or Data Visualizer is recommended.
-
-
Best for quick, visual
breakdowns, and layout
manipulations
Best for aggregate data review
-
-
Helpful for more detailed
analysis using granular
disaggregates
Best for spot-checking SNU
and site-level data
-
-
Best for accessing all data in
DATIM associated with a given
Indicator/CEE, mechanism,
sub-national unit, etc. Exports
to Excel with all associated
information automatically
available (mechanism number,
partner name, Region, District,
Site Name, etc.)
Of particular use in pulling all
data associated with a given
Implementing Mechanism for
a given reporting period in
support of Mechanism
Approval
Disclaimers
Please note that the PEPFAR Data Genie is still undergoing final enhancements and testing. Should you
encounter any bugs, glitches, lack of functionality or other problems on the website, please contact the DATIM
Support Team by submitting a trouble ticket via the DATIM Support app for assistance. Your help in this regard
is greatly appreciated.
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PEPFAR User Management
Functionality Disclaimers
Known limitations include:
 Full OU datasets exceed the export limit (100MB)
 Users may experience an issue generating a report when routine data update synchronization is in
progress. Users should avoid running a report 6:00 PM – 3:00 AM EST. Note: Developers are
implementing a notification message to alert the user that whenever a synchronization refresh is in
progress
 Error messages may not accurately reflect the issue that is being encountered. Note: only applies to the
SIMS data stream. Our team is working on correcting this.
 Bandwidth influences the volume of data that can be returned. The recommended bandwidth is at least
a good 2G (450 KB/s 150ms RTT). For optimal results, a WiFi (30 MB/s 2ms RTT) connection is
recommended. For additional guidance, refer to the Tips and Tricks section (sub-section: troubleshoot
bandwidth limitations).
Disclaimers for SIMS Data Stream
Blank Mechanism OU, Mechanism ID, and Planning Reporting Cycle, Funding Agency
Please note that SIMS data associated with mechanisms that are inactive in FACTS Info are available for
extraction via the Genie. However, the associated mechanism’s data (e.g. Mechanism OU, Mechanism ID,
Planning Reporting Cycle, and Funding Agency) cannot be retrieved via the Genie. The user should expect to
see blanks in those corresponding columns in the Genie.
In the example below, a report for Botswana was executed. Note the four blank columns. Mechanism 13079
was active in FACTS Info for FY2013, but not since. In the past, mechanisms were imported from FACTS Info
with a wider range of open dates (when this data was entered, 2014-09-30). The DATIM team has aligned the
mechanism periods to avoid this gap going forward.
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PEPFAR User Management
Security Model
The security model for the PEPFAR Data Genie is based on the approval workflow implemented by the various
data streams.
SIMS – SIMS 1.0 data currently are not associated with an approval workflow and, therefore, any data entered
in DATIM are accessible via the PEPFAR Data Genie by USG DATIM users.
Budget – Budget data currently are not associated with an approval workflow and therefore, any data available
in FACTS Info’s COP Matrix Report are accessible via the PEPFAR Data Genie.
MER – The PEPFAR Data Genie follows the approval workflow implemented in DATIM for the MER data
stream (refer to Figure 1). Therefore, the data that the user has access to via the PEPFAR Data Genie is
dependent upon 1) the type of DATIM account (i.e. user role) the user has, and 2) the approval level (within the
approval workflow) where the data resides (refer to Figure 2).
 Note: De-duplicated data inherently does not have an approval level but we infer one based upon the
following logic:
o If any data for the OU has been approved to level 1 then the de-dupes are at level 1. Otherwise
they are at level 2.
o Since de-dupes are at the inter-agency level and are not associated with individual agencies,
these are only viewable to those users at the inter-agency and global levels.
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President’s Emergency Plan for AIDS Relief
PEPFAR User Management
Security Model Figure 1
Security Model Figure 2
Approval
Level
Accepted?
Description
OU Agency User Sees:
OU Inter-Agency User Sees:
Global / Everyone Sees:
1
FALSE
Global has submitted (could be to
Facts or from IP Instance to HQ)
All Ous and Agencies
All De-dups
All Ous and Agencies
All De-dups
All Ous and Agencies
All De-dups
2
TRUE
Global has accepted from country
Their OU and Agency
Their Ous De-dups
Their OU and all Agencies
Their Ous De-dups
All Ous and Agencies
All De-dups
2
FALSE
Inter-Agency has submitted
Their OU and Agency
Their Ous De-dups
Their OU and all Agencies
Their Ous De-dups
All Ous and Agencies
All De-dups
3
TRUE
Inter-Agency has accepted from
agency
Their OU and Agency
No De-dups
No data unless member of OU
Agency
No De-dups
No data unless member of OU
Agency
No De-dups
3
FALSE
Agency has submitted
Their OU and Agency
No De-dups
No data unless member of OU
Agency
No De-dups
No data unless member of OU
Agency
No De-dups
4
TRUE
Agency has accepted from partner
Their OU and Agency
No De-dups
Their OU and Agency
No De-dups
No data unless member of OU
Agency
No De-dups
4
FALSE
Partner has submitted
Their OU and Agency
No De-dups
No data unless member of OU
Agency
No De-dups
No data unless member of OU
Agency
No De-dups
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President’s Emergency Plan for AIDS Relief
PEPFAR User Management
Getting Started with the Data Genie
The PEPFAR Data Genie is currently accessible through DATIM’s Apps Menu (https://datim.org). Sign into
DATIM and navigate to the Apps menu and select the Genie App.
Upon selection,
the Genie’s
page will be
launched
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PEPFAR User Management
Re-Enter your
DATIM
username and
password at the
Login screen
Using the Filtering Functionality
The PEPFAR Data Genie allows users to extract data based on flexible and dynamic filter selections. It is
important to note the following regarding the filtering functionality:

Filtering attributes are customized to each data stream (MER/SIMS/Budget), refer to the Filtering
Attributes Table below.
Filtering Attributes Table



MER
SIMS
Budget
Operating Unit
Tech Area (includes the
Implementation/Planning
attributes)
Result/Target
Indicators
Funding Agency
Implementing Mechanism
Prime Partner
Period
Operating Unit
Funding Agency
Implementing Mechanisms
Implementing Partner
Period
Type of Assessment
Program Domains
Core Essential Elements
Operating Unit
Budget Codes
Funding Agency
Implementing Mechanisms
Planning Reporting Cycle
The only required filter attribute is the OU.
o NOTE: Users – especially those in larger country programs - should not expect to be able to
simply export all of the data for their country via the PEPFAR Data Genie. As a general best
practice, users should at least select a sub-national unit and data element (e.g.
agency/period/IM/etc.) when trying to run a report.
The Clear All button provides a convenient way to undo filter selections (this button appears only after
running a report)
When a filter selection has been applied, the applied filters will appear in the header section of the
page, titled Report Parameters
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The filter options panel, on the left of the screen, enables users to select various report requests based upon
the type of data results that are being requested.
 Each filter includes a dropdown icon, which displays the expanded selections for the filter.
 The Result/Target toggle button enables you to select between results and targets (MER Only).
The screenshot below shows the filtering attributes for the MER data stream. In this example, the user has an
interagency account for Kenya and wants to retrieve his/her OU’s target data for the Financial Year October
2015 – September 2016 period and the 13340 - APHIAPlus Rift Valley IM.
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President’s Emergency Plan for AIDS Relief
PEPFAR User Management
Filtering Functionality Example
The OU filter is
the only required
filter
The Result/Target
toggle button
enables you to
select results or
targets
The dropdown
icon enables you
to expand the
specific filter to
display additional
options
The dropdown
enables users to
make multiple
selections
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PEPFAR User Management
Running a Report
Once all desired filters are selected from the options located on the left-hand filter options panel, click the Run
Report button located at the very bottom of the navigation panel.
Using the Results
The Data Genie is primarily useful for retrieving all metadata associated to an OU based on parameters
established by the user and then downloading as a .CSV file for analytics, review, and reporting purposes
(Example: slicing-and-dicing of data using MS Excel or Access).
In this example, the user may use this data extract to review the metadata of the data with required approval
action (via DATIM’s Approval App).
DATIM’S Approval app shows
submissions that require the
user’s approval action
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PEPFAR User Management
Tips and Tricks
#1 - Ability to Easily Compare Data Exports
The visible columns for all data streams were intentionally aligned to allow users to compare data exports.
Figures 3 – 5 illustrate an example.
Figure 3 – MER CSV Export
Operating Unit H Q Mechanism I Planning
Period
D
Reporting Cycle
Haiti
Haiti
Haiti
Haiti
Haiti
18018
18018
18018
18018
18018
2015 COP
2015 COP
2015 COP
2015 COP
2015 COP
Data Element
Name
2015Oct
2015Oct
2015Oct
2015Oct
2015Oct
Disaggregate
Category
Result Target
Value
Option Combo
Name
HTC_TST (N, DSD,Aggregated
AggregatedAge/Sex
Age/Sex)
(15+, Male)
TARGET: HTC
TARGET
received results105
HTC_TST (N, DSD,Aggregated
AggregatedAge/Sex
Age/Sex)
(15+, Male)
TARGET: HTC
TARGET
received results46
HTC_TST (N, DSD,Aggregated
AggregatedAge/Sex
Age/Sex)
(15+, Female)
TARGET: HTC
TARGET
received results181
HTC_TST (N, DSD,Aggregated
AggregatedAge/Sex
Age/Sex)
(15+, Female)
TARGET: HTC
TARGET
received results54
HTC_TST (N, DSD,Aggregated
AggregatedAge/Sex
Age/Sex)
(<15, Female)
TARGET: HTC
TARGET
received results9
Org Level3 Org Level4
Name
Name
Haiti
Haiti
Haiti
Haiti
Haiti
Centre
Centre
Centre
Centre
Centre
Figure 4 – SIMS CSV Export
Operating
Unit
Haiti
Haiti
Haiti
Haiti
Haiti
HQ
Mechanism I
D
10508
10508
10508
10508
10508
Planning
Reporting
Cycle
2015 COP
2015 COP
2015 COP
2015 COP
2015 COP
Period
201504
201504
201504
201504
201504
Domain
Cee
Category
Name
Score
Org Level3
Org Level4
Option Combo
Name
Name
Name
STI
9.1 STI Screening
(default)
SIMS_STI_9.1 STI4 Screening
Haiti
Centre
Site Mgt-QM/QI 23.2 Assessment and (default)
Utilization of Performance
SIMS_Site Mgt-QM/QI_23.2
Data3 in QI Activities
Assessment
Haiti
and Utilization
Centre of Performance Da
Site Mgt-QM/QI Community Governance
(default)
SIMS_Site Mgt-QM/QI_23.1
4
HIVHaiti
QM/QI System_Community
Centre
Governance
Site Mgt-Policy and22.4
Practice
Accessible Services
(default)
SIMS_Site Mgt-Policy
1
and Practice_22.4
Haiti
Accessible
Centre
Services
Site Mgt-Policy and22.3
Practice
Patient Rights (default)
SIMS_Site Mgt-Policy
3
and Practice_22.3
Haiti
PatientCentre
Rights
Figure 5 – Budget CSV Export
Operating Unit H Q
Planning
Mechanism I D Reporting
Cycle
Vietnam
Vietnam
Vietnam
Vietnam
9998 2015 COP
9977 2015 COP
9976 2015 COP
9974 2015 COP
Place Holder
Budget Code
HLAB
HLAB
HLAB
HLAB
Place Place Place Value
Holder Holder Holder
2
3
4
Org Level3
Name
250000 Vietnam
217000 Vietnam
100000 Vietnam
100000 Vietnam
#2 - Ability to Modify the Default Columns
Users have the ability to modify the default visible columns by using the hamburger button located on the righthand side of the display table. For example, upon analyzing the default columns, if the user determined that
he/she would like to visualize columns that aren’t included in the default (such as uidlevel 3) he/she can click
on the hamburger button and then click on “uidlevel 3” to select it. Once the hamburger button is closed, the
selected columns will be displayed.
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PEPFAR User Management
Click on the hamburger
button to expand menu
#3 - Ability to Select Columns to Export
Users have the ability to select what columns to export as csv via the same hamburger button mentioned
above. Users have the options to 1) export all data as csv (includes visible and not visible data), and 2) export
only visible data as csv.
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PEPFAR User Management
#3 – Ability to Sort Data
Users have the ability to sort the data being displayed in ascending and descending order.
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PEPFAR User Management
#4 – Troubleshoot Bandwidth Limitations
As mentioned in the Disclaimers section, bandwidth influences the volume of data that can be returned. The
recommended bandwidth is at least a good 2G (450 KB/s 150ms RTT). For optimal results, a WiFi (30 MB/s
2ms RTT) connection is recommended. A user can assess the bandwidth limitation for the report(s) he/she is
trying to run following these steps:
1. In the Chrome browser, hit F12 key
2. Click on the "Network" tab
3. Click on "No throttling" and choose different options to emulate different bandwidth
4. You could run various report queries and see how it performs under different conditions
The example below illustrates an assessment for a report with the following parameters:
Data Stream: MER , Operating Unit: Angola, and Tech Area: HTC
Bandwidth
Time
Results
Offline
119ms
GPRS (50 KB/s 500ms RTT)
59.02s
Regular 2G (250 KB/s 300ms
RTT)
Good 2G (450 KB/s 150ms RTT)
Regular 3G (750 KB/s 100ms
RTT)
Regular 4G (4 MB/s 20ms RTT)
DSL (2 MB/s 2ms RTT)
WiFi (30 MB/s 2ms RTT)
59.55s
55.25s
33.24s
Error Message: Too much data (65 rows) has been
returned, please include additional filters
Error Message: Too much data (2202 rows) has
been returned, please include additional filters
Error Message: Too much data (2202 rows) has
been returned, please include additional filters
2202 records retrieved
2202 records retrieved
6.20s
12.25s
1s
2202 records retrieved
2202 records retrieved
2202 records retrieved
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