Data Quality Strengthening Recording and

Secretariat of the Pacific Community
Data Quality
Strengthening Recording and Reporting
Strengthening Programmatic and Financial Reporting and Data Quality +
Reviewing and Adjusting Work Plans for Phase 2
1 to 5 February 2010
Nadi, Fiji Islands
Secretariat of the Pacific Community
Outline
A.
B.
C.
D.
2009 On-site Data Verification (OSDV)
Common Issues in Recording and Reporting
Group Workshop
Sharing of Lessons Learnt – Plenary
1) Group Feedback
2) OSDV Outcomes and Recommendations
Secretariat of the Pacific Community
A. 2009 OSDV
•
•
•
•
November and December 2009
Across 3 diseases – HIV, TB and Malaria
2 PICTs selected for each disease
Carried out by the Local Fund Agent (LFA –
KPMG Fiji), as a major component of its
verification function
Secretariat of the Pacific Community
Why an OSDV?
Secretariat of the Pacific Community
Why an OSDV?
Routine exercise, done at least once a Integral to the LFA’s responsibilities in
year
verifying implementation
OSDV
- Ensure quality of the most
important programmatic
results of the grant
- Improve accountability
Data quality risk
Inconsistent updates, doubts on
accuracy of report, etc.
Secretariat of the Pacific Community
Level of Effort
Tennis player:
Martin Del
Patio – Value:
US$ 7 Millions
Tennis player:
Novak
Djokovic –
Value: US$ 16
Millions
Tennis player:
Rafael Nadal –
Value: US$ 27
Million
Tennis player:
Roger Federer
– Value: US$
53 Million
Low importance;
Low complexity
Low importance;
high complexity
High importance;
low complexity
High importance;
high complexity
3 days
5 days
2 days
7 days
Secretariat of the Pacific Community
Selection of Data for Verification
People
counseled
and
tested
People
tested for
STI
ANC
women
treated for
STI
TB cases
detected
TB cases
treated
Programmatic data are selected based on the most
important indicators after a review of the M&E plan –
PERFORMANCE FRAMEWORK
Secretariat of the Pacific Community
Documents for Review
(Primary records at facility level)
For people reached:
Medical or clinical records
Laboratory or treatment registers
Tally sheets
For commodities distributed:
Distribution log sheets
Inventory reports
For people trained:
Attendance sheets or sign-up sheets
Training reports
Secretariat of the Pacific Community
Types of Verification by the LFA
Bottom-up
audit trail
• Primary
records
• Aggregate
d data
Crossverifications
All grants
• Other data
sources
• I.e.
Financial
data, FAR,
etc.
• Inventory
reports
Spot
checks
• Sampling
of patients
from
records for
an
interview
Grants
amounting
to US $9M
annually
Secretariat of the Pacific Community
What do you think are the
common issues in
recording and reporting?
Secretariat of the Pacific Community
2009 OSDV Feedback
Accuracy of
reports
Completeness
of data
Data protection
and storage
•Correct
information
•Represents
the whole
data in a
given period
•Filed
properly
•Valid
•Essential
information
are collected
(i.e. inclusive)
•Kept in a
safe place
•Confidentia
lity is
assured
Quality of
data
•Timely
•Reliable
with
supporting
documents,
i.e.
signatures
Others
•Policies on
recording,
reporting and
review of
data
•Dedicated
staff for M&E
•Building staff
capacity
Secretariat of the Pacific Community
Data Quality – Elements
RECORDING
SYSTEMS
RECORDING
TOOLS
VERIFICATION
SYSTEM
ROUTINE M&E
GOOD
DATA
Secretariat of the Pacific Community
Data Verification (Quality Assurance)
Indicator: Patients
Currently on ART
M&E Unit/National
Monthly Report
Reporting Period:
February 2005
District 1
65
District 2
45
District 3
75
District 4
250
TOTAL
435
District 1
District 2
District 3
Monthly Report
Monthly Report
Monthly Report
District 4
Monthly Report
SDS 1
45
SDS 3
45
SDS 4
75
SDP 5
50
SDS 2
20
TOTAL
45
TOTAL
75
SDP 6
200
TOTAL
65
TOTAL
250
Health Center
Monthly Report
Service Delivery Site 2
Service Delivery Site 3
Service Delivery Site 4
Service Delivery Site 5
Service Delivery Site 6
Monthly Report
Monthly Report
Monthly Report
Monthly Report
Monthly Report
ARV Nb.
ARV Nb.
ARV Nb.
ARV Nb.
ARV Nb.
ARV Nb.
Patient
Cards
45
Source
Document 1
20
Source
Document 1
45
Source
Document 1
75
Source
Document 1
50
Source
Document 1
200

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