DEVELOPING POPULATION AND FAMILY PLANNING DATABASE AND THE

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 q INTRODUCTION q DESIGNING DATABASE q DEVELOPING DATABASE q SUGGESTIONS ON DEVELOPING IT HEALTH STANDARDS q CONCLUSIONS q QUESTIONS AND ANSWERS

INTRODUCTION q 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 q Database is organized from central to district level to fully, timely and precisely provide PFP information in terms of data management, monitoring and exchange q Gradually ensure rules and list of technical standards on IT application in government organizations.

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 Internet Centra l users Provincial users Commune level Local users

USERS q PFP institutions at all levels q Governments organization, organizations at all levels q Citizents at request ministries, mass

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

Model CENTRAL LEVEL - Creating database, administrative list - Providing administrative list to provinces ện - Managing, using administrative list - Receiving data from provinces PFPF database Administrative list PROVINCIAL LEVEL Data - Receiving data from districts - Managing inter-provincial mobility - Receiving administrative list changes from central to district level - Sending data to central level Administrative list DISTRICT LEVEL Data Satisfying needs - 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

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

ORGANIZING INFORMATION Database at central level Advantages: Easy for statistical data processing Easy search Disadvantages: High costs, complicated, slow speed due to high data density 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

Input data 1. Household basic information: Administrative unit; area; detailed address; household order in the area; house number/name of house head 2. 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 3. Family planning information: Starting date of contraceptive use, name of method

Mobility information 1. Error correction 2. Delete duplicated data 9. Residence status to 10. Death 11. New-born 3. Add due to lack of data 12. Marital status 4. Address change 14. Change in name 5. Educaiton level 6. Relationship with head of household 7. Move in 8. Move out 13. Adoption 15. Family planning 16. Reproductive health

Reports, output data 1. PFP report 01 2. PFP report 02 3. PFP report 03 4. Number of households buy end of period 5. Population by end of period (Total number of residents by end of period, by: Sex; Age group; Marital status; Residence status) 6. Population growth rate 7. Total number of new-borns in the period (by: Sex; Birth order; Screened; Disabled) 8. Crude birth rate 9. Percentage of third births and more

Các báo cáo, dữ liệu đầu ra 10. Total fertility rate 11. Percentage of new-borns with malformation 12. Total number of deaths in the period (by: Sex; Age group) 13. Number of person married in the period (of those: number of persons receiving premarital health check and counseling) 14. Percentage of married couples receiving premarital health check 15. Number of persons moving out of commune in the period 16. Number of persons moving in from other communes in the period 17. Number of persons using long-term clinical contraceptive methods (by method)

Các báo cáo, dữ liệu đầu ra 19. Number of couples of reproductive ages not using any method by end of period (by number of children; Sex); 20. Contraceptive prevalence rate 21. Number of infertile couples by end of period 22. Percentage of pregnant women being screened 23. PFP human resource (by: Qualification, Full time/Part time staff/Motivator, Sex, New staff) 24. Government expenditure for PFP (by: Source; Type of activity; Budget line; Project budget); 25. List of deaths by age and sex 26. List of people aged 18 and more 27. List of children aged six (first grade attendants)

Installing software 1. Technical tool q Environment to develop Microsoft Visual Studio. NET q Programming language C#. NET q Database administration system SQL q Tool to develop Crystal Report q Other support tool: Xtra. Grid q Letter font: Unicode 2. Monitoring system and environment of application q Software compatible to monitoring system q Data management and exchange on PC, LAN, WAN

UPDATING DATA q Collect mobility information, fill in the information sheets and send to district level to update data q 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

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

UPDATE ADMINISTRATIVE LIST q 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 q Updating administrative unit

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

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

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

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

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

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

TECHNICAL PROCESS q 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 q PFP information of each household member are updated in district databases q District data are processed and created electronic PFP reports: Report 01 (monthly); Report 02 (quarterly); Report 03 (annual) for commune and district level q Provincial data are processed and created provincial electronic PFP reports q PFP data are processed and created national electronic PFP reports

IMPLEMENTATION PHASES QUALITY IMPROVEMENT (2006 -2010) COMPLETION (2001 -2005) DEVLOPMENT (1994 -2000)

PROJECTS q Project on developing an MIS (national PFP program 1994 -1995, 1996 -2000) q Project on developing an MIS (national PFP program 2001 -2005) q 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. . .

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

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

IT INFORMATION STANDARDS IN HEALTH SECTOR q. 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 q Technical standards are tools or rules recommended by community

STANDARD DOCUMENTS q International standards commonly used worldwide, regionally, or among countries; q National or government standards; q Local standards assigned by enterprises, only used internally; q Technical standards (or technical norms)

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

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

CONCLUSION q Continuously update and use PFP database q PFP database includes phân hệ containing electronic data of each individual and household that can be shared and exchanged q 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 q Effective IT application will improve managerial and monitoring capacity, and quality of healthcare.

QUESTIONG AND ANWSERS