Welcome to JPHES’s documentation!¶
Introduction¶
Background¶
JPHES is a web-based open source solution customized for PEPFAR Kenya partner reporting a nd data attribution built on DHIS2.The platform replaces KePMS reporting system which was a standalone Microsoft Access based indicator monitoring database for use in the management, monitoring and evaluation of HIV/AIDS treatment and prevention programs supported by PEPFAR.It was developed in 2006 to plug the gap between the Government of Kenya reporting system and the PEPFAR reporting requirements. It was designed to operate at the level of in-country implementing partners who manage program specific data and forward it to national level where it is aggregated automatically by United States of America Government (USG) program managers.
Now, the JPHES platform supports both HIV and non-HIV indicator reporting, attribution of the indicators by partners, analysis and visualition of attributed.It provides Apps for maintaining the JPHES hierarchy, programs, user management and data push/pull.
Data for JPHES indicators already captured in the National DHIS2 is pulled routinely using an API based middleware between the two systems.The middleware also allows routine data exchange to DATIM4U.
Why JPHES?¶
JPHES portal comes with the following benefits:
1.To avoid double data entry to JPHES and the National DHIS2 by fetching the entered National DHIS2 data via the API.
2.To perform attribution on the unattributed national DHIS2 data basing on Partner data element ownership for program level data consumption in decision making.
3.To enhance the National DHIS2 data by pulling efforts of all implementing partners in making sure that the data entered into the national DHIS2 is accurate.
4.The platform streamlines health data where all partners can access up to date data from the same database instance unlike the previous scenario where each partner was running their own KePMS instances.
5.The portal provides aggregated data for programs per sites, mechanisms ,agencies and donor levels.
6.Providing more analytical features for partners to monitor their own performance and make decisions informed by the data.
7.The plaform has data quality, approval and validation features to ensure data in the system is accurate.
8. It has an elaborate object sharing and role-based access, thus ensures users access functionalites and data based on their hierarchy level.
List of Abbreviations and Terminologies¶
Abbreviations¶
- API-Application Programming Interface.
- AIDS-Acquired Immune Deficiency Syndrome.
- DATIM4U-Data for Accountability, Transparency and Impact for Operating Units.
- DHIS2 - District Health Information System Version 2.
- HIV - Human Immunodeficiency Virus.
- IPs - Implementing Partners.
- IPSL - Implementing Partners Support List.
- KePMS - Kenya HIV/AIDS Program Monitoring System.
- MoH - Ministry of Health.
- PEPFAR-President’s Emergency Plan for AIDS Relief.
Terminologies¶
- Implementing partner-An organization working on behalf of an agency to perform services.
- Funding agency-An agency providing support to partners.
Getting Started¶
System Access¶
Access JPHES via http://jphesportal.uonbi.ac.ke . To login to the platform, provide your username and password then click the login button.
Note
If you have challenges signing in, send an email to jphes@healthit.uonbi.ac.ke for assistance or via the jphes servicedesk
Fig.- JPHES Login Page
If successful, it directs you to the JPHES dashboard.
Fig.- Landing page
To change password, click on the user profile app.
Fig.- Change User password
JPHES/DHIS2 Applications¶
Available applications in the platform.
Note
These applications will be visible based on your user role in the platform.
Fig.- Apps page 1
Fig.- Apps page 2
Navigate to the about page using the account icon.
Fig.- About Page
JPHES Functionalities¶
What the user can do
- Create/delete/update/view programs.
- Create/update/view Support programs.
- Create/update/view support agencies.
- Create/update/view users within a certain level e.g mechanism, agency or donor levels.
- IPSL management.
- Pull Data from the National DHIS2.
- Data Push to DATIM4U.
- Perform data attribution,.
- Reports (standard reports), Data Visualization, Data Entry and Pivot tables analysis.
JPHES Hierarchy¶
Fig. Hierarchy Units
National Unit Level¶
- Create, Update and Remove Programs.
- Create, Update and Remove Development Partners e.g PEPFAR.
- Assign Programs to a Development Partner.
- View a list of the development partners.
- View details of each development partner such as the programs assigned and the agencies supported by the development partner.In addition, can drill down to the lowest level(mechansim).
- Analysis and reports for all units(Donor, Agency, and Mechanism).
Donor Unit LeveL¶
- Create, Update and Remove agencies.
- View a list of the agencies.
- View details of each agency: the programs assigned to the agency and the Implementing mechanisms the agency is supporting.
- Create, view and update users for this specific level.
- Analysis and reports for donor unit->agency units->mechanism units.
Agency Unit Level¶
- Create, Update and Remove Implementing Mechanism.
- Assign programs to an Implementing mechanism.
- View the list of the Implementing mechanisms.
- View details of each IM: the programs supported and the facilities under the Implementing Mechanism.
- Analysis and reports for the agency unit->mechanism units.
Mechanism Unit Level¶
- View a list of all facilities supported by the Implementing mechanism.
- View a list of the programs supported by the IM.
- Data Entry and approval
- Analysis and reports for the mechanism unit.
Indicators¶
Nutrition¶
Nutrition indicators
| # | Indicator Name | Reporting Level | DHIS2 Reference | Indicator Calculation |
|---|---|---|---|---|
| 1 | Custom: Total number of children under five years | Facility | Population Estimates: | |
| 2 | Standard: 3.1.9-15 Number of children (under 5 yrs) reached by USG-supported nutrition programs: | Facility | MOH 711 | Total number of children (under 5) who are seen at health facilities for growth monitoring |
| 3 | Custom: Number of children under five who are wasted | Facility | MOH 733B | Number of children (0 < 5 years) who are wasted] / [Number of children (0 < 5 years) whose measurements for wastage were taken at facility] X 100 |
| 4 | Custom: Number of children under five who are Underweight | Facility | MOH 711 | Number of children under 5 years of age visting CWC for growth monitoring C during the month/surveys with weight for age below -2 SD |
| 5 | Standard: 3.1.9.2-2 Number of health facilities with established capacity to manage acute under-nutrition | County | non DHIS/Program data | |
| 6 | Standard: 3.1.9.2-3 Number of children under 5 years of age who received Vitamin A from USG-supported programs: | Facility | MOH 710 | Number of children supplemented with two doses of Vitamin A within one year divided by Total number of children who aged below 6-59 months |
MCH¶
Maternal and Child Health indicators
| # | Indicator Name | Reporting Level | DHIS2 Reference | Indicator Calculation |
|---|---|---|---|---|
| 1 | Custom: Number of women who received at least 4 ANC visits during the latest pregnancy during a specified time period (year) | Facility | MOH 711 ANC+PMTCT | Number of women (from same period) who made 4 visits during antenatal care divided by estimated number of pregnant women |
| 2 | Custom: Number of births in a given year attended by a skilled birth attendant (SBA) such as a doctor, nurse, or midwife | Facility | MOH 711 Maternity and Delivery | Number of births attended by skilled health personnel divided by Number of live births in the same period. |
| 3 | Custom: Number of women who had a live birth in the same specified period | Facility | MOH 711 Maternity and Delivery | |
| 4 | Custom: Number of children 12-23 months of age who received measles vaccine by the time they were 12 months of age: | Facility | MOH 710 Immunisation | Number of children under one year of age who received at least one dose of measles containing vaccine divided by Estimated number of children surviving infants under the age of one year |
| 5 | Custom: Number of children age 12-23 months of age who received third does of DPT (Diptheria, Pertussis, Tetanus) vaccine: | Facility | MOH 710 Immunisation | Number of children under one year of age who received at least one dose of DTP containing vaccine divided by Estimated number of children surviving infants under the age of one year |
| 6 | Custom: Number of children who have received the third dose of pneumococcal conjugate vaccine by 12 months of age: | Facility | MOH 710 Immunisation | Number of children under one year of age who received at least one dose of PCV containing vaccine divided by Estimated number of children surviving infants under the age of one year |
| 7 | Number of children under one fully immunized | Facility | MOH 710 Immunisation | Number of children under 1 year who received three doses of Oral Polio Vaccine (OPV), three doses of diphtheria, pertussis , and tetanus (DPT), and one dose each of Bacillea Calmette-Guerin (BCG) and measles vaccine (static and outreach) before age 12 months divided by Estimated number of children younger than one year for a given period |
| 8 | Custom: Number of children under one year who receive three doses of OPV excluding birth polio | Facility | MOH 710 Immunisation | Number of children under one year of age who received at least one dose of OPV(Excluding birth polio) containing vaccine divided by Estimated number of children surviving infants under the age of one year |
| 9 | Number of living children Under 12 months: | Sub County | Population Estimates: | |
| 10 | Custom: Number of children under five years old with diarrhea who received Oral Rehydration Therapy (ORT), defined as receiving Oral Rehydration Salt (ORS) solution: | Facility | non DHIS/Program data | |
| 11 | Cust: Number of children under five years of age who were ill with diarrhea : | Facility | MOH 705A | |
| 12 | Custom: Number of USG-supported facilities that provide appropriate life-saving maternity care(This will be defined as seven signal functions for BEmONC and nine signal functions for CEmONC): | County | non DHIS/Program data | |
| 13 | Custom: Number of babies who received postnatal care within two days of childbirth in USG-supported programs : | Facility | MOH 710 Immunisation | Proxy indicators: Number of under 1 children who have received OPV birth dose |
FPRH¶
Family Planning and Reproductive Health indicators
| # | Indicator Name | Reporting Level | DHIS2 Reference | Indicator Calculation |
|---|---|---|---|---|
| 1 | Standard: 3.1.7.1-1 Couple-years of protection (CYP) in USG-supported programs | Sub County |
|
. |
| 2 | Standard: 3.1.7.1-2 Percent of service delivery points (SDP) that experience stock out at any time during the reporting period of a contraceptive method that the SDP is expected to provide: | Facility | non DHIS/Program data | |
| 3 | Numerator: Number of service delivery sites providing family planning(FP) counselling and/or services: | Facility | MOH 711 | |
| 4 | Denominator: Number of service delivery points (SDP) that experience stock out at any time during the reporting period of a contraceptive method that the SDP is expected to provide: | FCDRR | ||
| 5 | Standard: 3.1.7.1-4 Number of additional USG-assisted community health workers (CHWs) providing family planning (FP) information: | Sub County | non DHIS/Program data | |
| 6 | Custom: Number of new policies developed with USG assistance to improve access and use of FP/RH, MCH and Nutrition services, by stage of development: | National | non DHIS/Program data | |
| 7 | Custom: Number of new Guidelines or Strategic Plans developed with USG assistance to improve access to and use of FP/RH: | National | non DHIS/Program data | |
| 8 | Custom: Number of policies or guidelines developed or changed to improve access to and use of FP/RH services : | National | non DHIS/Program data | |
| 9 | Custom: Percent increase on contraceptive commodity reporting rates | National | FCDRR |
Malaria¶
Malaria Indicators
| # | Indicator Name | Reporting Level | DHIS2 Reference | Indicator Calculation |
|---|---|---|---|---|
| 1 | Number of artemisinin-based combination therapy (ACT) treatments purchased with USG funds | National | non DHIS/Program data | . |
| 2 | Number of artemisinin-based combination therapy (ACT) treatments purchased in any fiscal year with USG funds that were distributed in this reported fiscal year | County | non DHIS/Program data | |
| 3 | Number of malaria rapid diagnostic tests (RDTs) purchased with USG funds | National | non DHIS/Program data | |
| 4 | Number of rapid diagnostic tests (RDTs) purchased in any fiscal year with USG funds that were distributed in this reported fiscal year | County | non DHIS/Program data | |
| 5 | Number of insecticide treated (ITNs) purchased with USG funds | National | non DHIS/Program data | |
| 6 | Number of insecticide treated nets (ITNs) purchased in any fiscal year with USG funds that were distributed in this reported fiscal year. | County | non DHIS/Program data | |
| 7 | Number of houses sprayed with IRS with USG funds | Subcounty | non DHIS/Program data | |
| 8 | Total number of residents of sprayed houses | Subcounty | non DHIS/Program data |
WASH¶
Water and Sanitation indicators
| # | Indicator Name | Reporting Level | DHIS2 Reference | Indicator Calculation |
|---|---|---|---|---|
| 1 | Standard: 3.1.8.1-2 Number of people in target areas gaining access to improved drinking water supply | Subcounty | non DHIS/Program data | . |
| 2 | Standard: 3.1.8.2-2 Number of people in target areas gaining access to improved sanitation facilities as a result of USG assistance | Subcounty | non DHIS/Program data | |
| 3 | Standard: 3.1.8.2-3 Number of improved toilets provided in institutional settings | Ward | non DHIS/Program data | |
| 4 | Standard: 3.1.6.8-5 Number of communities certified as “open defecation free” as a result of USG assistance. | Ward | non DHIS/Program data | |
| 5 | Standard: 3.1.6.8-4 Number of liters of drinking water disinfected with point-of-use treatment products | National | non DHIS/Program data | |
| 6 | Standard: 3.1.6.8-1 Percentage of households with soap and water at a handwashing station commonly used by family members | Ward | non DHIS/Program data |
Training¶
Training indicators
| # | Indicator Name | Reporting Level | DHIS2 Reference | Indicator Calculation |
|---|---|---|---|---|
| 1 | Number of people trained in malaria treatment or prevention | Sub-County | None | None |
| 2 | Number of people trained in Malaria monitoring and evaluation with USG assistance | Sub-County | None | None |
| 3 | Number of people trained in maternal and/or newborn health and nutrition care through USG-supported program | Sub-County | None | None |
| 4 | Number of people trained in child health care and nutrition through USG-supported health area programs | Sub-County | None | None |
| 5 | Number of people trained in Maternal and Child Health monitoring and evaluation with USG assistance | Sub-County | None | None |
| 6 | Number of people trained in FP/RH with USG funds | Sub-County | None | None |
| 7 | Number of people trained in Family Planning and Reproductive Health monitoring and evaluation with USG assistance | Sub-County | None | None |
| 8 | Number of individuals trained to implement improved sanitation methods | Sub-County | None | None |
| 9 | Nutrition: Number of Community health workers trained in child health and/or nutrition | Sub-County | None | None |
| 10 | H2.1D: Number of new health care workers who graduated from a pre‐service training institution | Sub-County | None | None |
| 11 | Custom: Total number of CHWs trained in family planning counselling services through USG supported programs | Sub-County | None | None |
| 12 | Custom: Total number of health workers trained in commodity management through USG supported programs | Sub-County | None | None |
| 13 | MCH-Custom: Number of health service providers trained in maternal and/or newborn health and nutrition care through USG supported program | Sub-County | None | None |
| 14 | MCH-Custom: Total number of Community Health Workers (CHWs) trained in maternal and/or newborn health through USG supported programs | Sub-County | None | None |
| 15 | FPRH-Custom: Total number of health workers trained in FP/RH through in-service training | Sub-County | None | None |
| 16 | Malaria-Number of health workers trained in malaria laboratory diagnostics (rapid diagnostic tests (RDTs) or microscopy) with USG funds | Sub-County | None | None |
| 17 | Malaria-Number of people trained with USG funds to deliver indoor residual spraying (IRS) | Sub-County | None | None |
| 18 | Malaria-Number of health workers trained in intermittent preventive treatment in pregnancy( IPTp) with USG funds | Sub-County | None | None |
| 19 | H2.2.D: Number of community health and para‐social workers who successfully completed a pre‐service training program | Sub-County | None | None |
| 20 | H2.3.DMC: Number of health care workers who successfully completed an in‐service training program Male Circumcision | Sub-County | None | None |
| 21 | H2.3.DPT: Number of health care workers who successfully completed an in‐service training program Pediatric Treatment | Sub-County | None | None |
| 22 | H2.3.D: Number of health care workers who successfully completed an in‐service training program TOTAL | Sub-County | None | None |
Programs¶
To naviagate to the JPHES programs app, search for JPHES Program Management on the search bar then click on it.
Note
functionalites available are based on user roles.
Program List¶
This page displays the programs already created. On clicking on a program item a pop up menu appears that allows the user to perform functions such as:
- Show details of a program.
- Remove a program.
- Update a program.
- View program data elements.
- View program indicators.
Fig-Pop-up menu on the program list.
Fig-JPHES program list.
Creating a Program¶
To display the program creation page, click on the add button on the program list page. During this process the user has to provide the program name, program short name, program description and select data elements/indicators for the program.
Fig-Add Program Page
Edit Program¶
To display the program edit page, on the pop-up menu select edit option. It allows the user to update details of the program such as the program name, short name, description, the data elements and indicators.
Fig- Program Edit Page
Show Program Details¶
On the pop-up menu, select show details option to display program details. It shows summary details of the program such as number of data elements, program description and number of indicators.
Fig. Show Program Details.
View Program Data Elements¶
On selecting the view dataelements option on the pop-up menu. It displays the data elements assigned to the program.
Fig. Program Data elements.
View Program Indicators¶
On selecting the view indicators option on the pop-up menu. It displays the indicators assigned to the program.
Fig. Program Indicators
Hierarchy¶
To naviagate to the hierarchy app, search for JPHES Hierarchy on the search bar then click on it.
Note
functionalites available are based on user roles.
Fig -JPHES Hierarchy units.
National Unit Level¶
Create and update national unit, and to create/update donor units.
List of National Unit¶
Note
To display the pop-out menu(with options e.g update, view assigned progams, show details) click on a specific unit in the list.
Fig -list of national units.
National Unit Details¶
Click on the show details option in the menu popup.
Fig -National Unit details.
Assigned National Unit Programs¶
Click on the assigned programs option in the menu popup.
Fig -National Unit Programs.
Add a Donor Unit to a National Unit¶
Click on the add donor unit option in the pop-up menu on the national unit.
Note
Provide the supported programs by the donor unit.
Fig -Adding a donor unit to a national unit.
Donor Unit Level¶
List of Donor¶
Note
To display the pop-out menu(with options e.g add agency and show details) click on the donor unit in the list.
Fig -list of donors.
Add an Agency to a Donor Unit¶
Click on the add agency option in the menu popup.
Note
Must provide programs supported by the agency.
Fig - Adding an agency to a selected donor unit
Assigned Donor Unit Programs¶
Click on the assigned programs option in the menu popup.
Fig - Donor Unit Programs.
Agency Unit Level¶
Create/update mechanism units.
List of Agency Unit¶
Note
To display the pop-out menu(with options e.g add mechanism, show details) click on an agency unit in the list.
Fig -list of agency units.
Add Mechanism to an Agency¶
Click on the add mechanism option in the menu popup.
Note
Must provide programs supported by the mechansism.
Fig -Adding a Mechanism to an agency unit
Assigned Agency Unit Programs¶
Click on the assigned programs option in the menu popup.
Fig - Agency Unit Programs.
Mechanism Unit Level¶
View details, programs and organisation units of the mechanism units
List of Mechanism Unit¶
Note
To display the pop-out menu(with options e.g show details) click on mechanism unit in the list.
Fig -list of mechanism units.
Mechanism Programs¶
Click on the assigned programs option in the menu popup.
Fig -Mechanism programs.
Mechanism Orgunits¶
Click on the view mechanism orgunits option in the menu popup.
Fig -Organisation units supported.
Datasets¶
JPHES contains the following datasets, categorized here by their level of reporting
National Level¶
- Family Planning and Reproductive Health Target
- Family Planning and Reproductive Health Narrative
- Malaria Narrative
- Malaria Target
- Maternal and Child Health Narrative
- Maternal and Child Health Target
- National Performance
- Nutrition Narrative
- Nutrition Target
- WASH Narrative
- Wash Target
- Training
County Level¶
- County Performance
- Family Planning and Reproductive Health Target
- Family Planning and Reproductive Health Narrative
- Malaria Narrative
- Malaria Target
- Maternal and Child Health Narrative
- Maternal and Child Health Target
- Nutrition Narrative
- Nutrition Target
- Wash Target
- Training
Ward Level¶
- WASH Narrative
- WASH Performance
Facility Level¶
- Malaria
- Family Planning and Reproductive Health Performance
- Maternal and Child Health Performance
- Nutrition Performance
Data Entry¶
The JPHES data entry module is designed in such a way that an Implementing Partner can only enter their data. Data entry in JPHES is done as per the level of the dataset, that is National, County, Ward and Facility. After logging into the system, hover mouse pointer / click on the Apps icon on the far left as shown on the figure below. On the dropdown that appears, click on Data Entry icon.
This navigates to the data entry page, as shown on the figure below. For data entry forms to appear, you will be required to first select an organization unit/facility you are reporting for on the left panel, the dataset, reporting period and the implementing partner you are reporting for, which comes up after selecting the organization unit, Dataset and period that the user is reporting for.
Data Entry Forms¶
Below are sample screenshots for different data entry forms;
Analysis and Reports¶
Pivot Table Analysis¶
The pivot table app enables users to create pivot tables, using all available data dimensions in JPHES. A pivot table is a dynamic tool for data analysis which lets you quickly summarize and arrange data according to its dimensions. Examples of data dimensions in JPHES are data dimension itself (e.g data elements, indicators and events ), periods (representing the time period for whic the data represents) and the organisational hierarchy (representing the geographical location of the data). From these dimensions you can freely select dimension items to include in the pivot table. Additional dimensions can be created in JPHES, using the group set functionality, to allow for different aggregation pathways, such as aggregation by “Partner” or facility type. A pivot table can arrange data dimensions on columns, rows, and as filters. When you place a data dimension on columns, the pivot table will display one column per dimension item. If you place multiple data dimensions on columns, the pivot table will display one column for all combinations of the items in the selected dimensions. When you place a data dimension on rows, the pivot table will display one row per dimension item in a similar fashion. The dimensions you select as filters will not be included in the pivot table, but will aggregate and filter the table data based on the selected filter items. The work-flow for creating a simple pivot table is: * Select dimension items in the left menu, for instance a few data elements or indicators. * Click “Layout” on the top menu and arrange the data dimensions as columns, rows, and filters. You can leave the selection as it is if desired. * Click “Update”. A pivot table similar as below will be displayed. Notice how indicators are listed on columns and periods as rows.
Reports¶
Reports functionality can be accessed by clicking on Apps -> More apps -> Reports or by clicking on Apps then searching for Reports on the search bar.
There are two main types of reports than can be generated from JPHES; Dataset Reports and Standard reports:
Dataset Reports¶
Dataset reports are printer friendly views of the data entry screen filled with either raw or aggregated data. These are only available for data sets that have custom data entry forms and not for default or section forms. You can access data set reports from Apps->Reports. A Criteria window will appear where you fill in the details for your report: * Dataset: The data set you want to display. * Reporting period: The actual period you want data for. This can be aggregated as well as raw periods. This means that you can ask for a quarterly or annual report even though the data set is collected monthly. A data set’s period type (collection frequency) is defined in data set maintenance. First select the period type (Monthly, Quarterly, Yearly etc.) in the drop down next to Prev and Next buttons, and then select one of the available periods from the dropdown list below. Use Prev and Next to jump one year back or forward. * Use data for selected unit only: Use this option if you want a report for an orgunit that has children, but only want the data collected directly for this unit and not the data collected by its children. If you want a typical aggregated report for an orgunit you do not want to tick this option. * Reporting Organisation unit: Here you select the orgunit you want the report for. This can be at any level in the hierarchy as the data will be aggregated up to this level automatically (if you do not tick the option above). When you are done filling in the report criteria you click on * Generate *. The report will appear as HTML in a printer-friendly format. Use the print and save as functions in the browser to print or save (as HTML) the report.You can also export the data set report in Excel and PDF formats. Below is a sample dataset report layout:
Standard Reports¶
You access the available reports by navigating to Apps->Reports. In the report menu in the left bar, click Standard Report. A list of all pre-defined reports will appear in the main window.
You run/view a report by clicking on the name of the report and then selecting “Create” from the contextual menu. If there are any pre-defined paramaters, you will see a report parameter window where you must fill in the values needed for orgunit and/or reporting month, depending on what has been defined in the underlying report table(s). Click on “Get Report” when you are ready. The report will either appear directly in your browser or be available as a PDF file for download, depending on your browser settings for handling PDF files. You can save the file and keep it locally on your computer for later use.