თამთა,

ჩვენ თუ რამე უნდა გავაკეთოთ მითხარი გთხოვ JJ

გაიხარე,

ალეკო

Dear Sophie,

Thank you for following up on it.

I would like to inform you that Dexter has kindly agreed to support Georgia on CCEM set-up, data entry, cleaning and analysis. WHO Euro will contract him to undertake a mission to Tbilisi starting 30 September. So, would appreciate much your support and suggestions to anticipate/address potential issues related to this mission.

In the mean time  I would like to share a summary of collected questionnaires by regions/districts prepared by national counterparts. Please let me know if you have any points for clarification or suggestions in this regard.

In addition, I would like to share a couple of comments coming from the national counterparts related to the list of facilities:

1.       Information on facility location names is available in the completed questionnaires;

2.       According to the provided summary table, there are 1409 health facilities providing immunization services within the framework of the national immunization programme. According to the Georgian Legislation, a health facility may represent an outpatient clinic (Polyclinic), an ambulatory (dispensary) or an individual practice physician, participating in delivery of government programs. There are all together about 270 polyclinics, dispensaries and maternity homes throughout Georgia. The other facilities are represented by individual practice physicians.

3.       In all questionnaires there are available identification numbers and names of all facilities, including individual practice physicians. Collected identification numbers represent the tax office registration numbers. They are used as well by NCDC for reimbursements.

I asked NCDC partners to produce the electronic list of facilities (Georgian or English) with their codes in advance of the mission dates, so that it could be integrated into CCEM.

Let’s see if that would work.

Looking forward for your comments and suggestions,

Best regards,

Oleg

Dear Friends,

Please advise me on outstanding action items that we (Richard, Tina, Sophie, Dexter) can pursue in support of getting CCEM set-up and ready for data entry, cleaning, and analysis.

Best regards,

Sophie

Dear Sophie,

Thank you so much for the thorough review of potential issues with data entry. Few thoughts from my side:

1.       Q1 – For the data entry purpose we might consider as well the facility lists and codes that were expected to be collected in the “District summary worksheet of completed questionnaires” and “Facility summary worksheet of completed questionnaires” (attached)

Q2 – No problems from WHO side to stay with Georgian script for admin area and facility names

Q3 - These are two distinctive levels: Village shall be the lowest admin level while Rayon is a higher level (i.e. district). The questionnaire provided by Tina captures well the admin hierarchy.

Q4 – In Georgia they do not have the “Zone” administrative level, so it might be suppressed.

2.       Facility data and names: I-m looking forward to hear from the national counterparts on what is feasible. As far as I understand there should be no problems  to get the list (and codes) of villages, considering the available NCDC and HMIS information systems. I’m a bit concerned however that the NCDC list of registered facilities includes only 279 facilities while the HMIS database include 1557 facilities.

3.       Facility ID: In both the “District summary worksheet of completed questionnaires” and “Facility summary worksheet of completed questionnaires” there was provided a field for collecting the ID for each facility during data collection. It has not been specifically mentioned that it shall be NCDC ID however. We may ask national counterparts to scan and share with us a set of documents (forms and questionnaires) completed for one of the districts so that we have a better idea  on what kind of data have been  collected and how they have been recorded.

4.       Facilities v. individual providers. According to the facility questionnaire all providers shall be listed there, rather than completing specific questionnaires for each provider. Looking forward from Soren and national counterparts for further clarification  on provided recommendations and the performed practice.  

Best regards,

Oleg

Hello Friends,

Please excuse my return to a very old email, but I think it has the most people on the distribution and may offer me a good cross-section for maximum feedback.

My goal: Enable Dexter to make the CCEM Georgia version ready for data entry by the end of the month

Dropbox link: https://www.dropbox.com/sh/j9lyfs2r9ndklws/2QLgSatSuS (Feel free to upload new materials if you think they will be helpful.)

General issues: Incomplete data for CCEM set-up, need to manage different languages/script, need to capture data from facilities and providers with different cold storage roles, need to support the practical steps of data entry from paper forms

Specific problems/questions:

1.       Need to get a complete set of geographic areas (in Georgian) to populate drop-down menus. Neither NCDC or eHMIS Excel lists (in Dropbox) have all three administrative levels that I see on the Georgia data collection forms shown to me by Tina  yesterday ( Region, District, Village ) or the ones we saw in mid-July (Region, Zone, District, sub-District).

a.       Question 1: Is there a complete set of administrative data available from the National Bureau of Statistics or other team and what do you want to see as the number and names of administrative levels?

Below is a clip on how it looks in the Malawi version of CCEM. (you don’t need the admin code in fi_admin_co column)

b.      Question 2: Should we make the administrative data in the drop-downs in Georgian script, while the CCEM operating language will stay in Russian? I think since data collection on the paper form is in Georgian, the eHMIS and NCDC datasets are in Georgia, that Georgian script makes the most sense.

c.       Question 3: The eHMIS data mentions Rayon in the provider list, is this the same as Village and should we use Village or Rayon?

d.      Question 4: Do we want to include/abandon an administrative level for Zone (seen on earlier version of the data collection forms)?

2.       I was wrong in my earlier position that we would pre-populate CCEM with facility data and names. Dexter will set up CCEM as much as he can to support data entry from the paper forms and then we (Dexter) can figure out how/if we can use the data in the provider/facility datasets from NCDC and eHMIS by cross referencing the facility names retroactively.  I think this is the only option.

a.       In the current CCEM Georgia version, we only have administrative data for Region and Districts, so we need to find out how to add Village (or Rayon or sub-district) (reference #1a above).

b.      The administrative area data  in the current Georgia CCEM version are in Latin script. Given that data entry will likely be in Georgian script and the eHMIS and NCDC datasets are in Georgian script, should we ask Dexter to recreate these drop down tables in Georgian script, assuming we can get these data (reference #1b above)?

3.       Need to think about facility ID

a.       May I see the final data forms used for data collection to help me think things through? They are probably in Georgian, but I can try to use Google translate or other to figure them out.

b.      I don’t think there was a field for collecting the NCDC ID for each facility during data collection. So I propose we use CCEM to generate a unique ID for each facility during data entry.

c.       Non-commitment on official facility ID: I think it would be minimal work (Dexter correct me if I am wrong) to add two new fields in CCEM Georgia version to allow us to include both the NCDC and eHMIS ID on the facility record. These fields will need to be populated (with Dexter’s assistance) after data entry, unless the data entry clerks can look these ID in reference documents up during data entry. Dexter can  help us think through how to populate these fields, if possible, using facility names and 1-2 of the administrative areas (neither the NCDC or eHMIS Excel files have all three administrative levels). This non-commitment to an ID provides the possibility of recognizing the NCDC ID but also enabling future interoperability with the eHMIS.

4.       How do we capture data in CCEM from Commissioned facilities v. individual providers. Please advise.

a.       I have looked through versions of the Health Facility Questionnaire from mid-July and I do not fully understand how data from an individual provider will be captured on the paper form and in turn be made useful to CCEM for analysis.       

                                                               i.      The facility types on the Health Facility Questionnaire (Question #6) does not include a facility type for and individual provider.

                                                             ii.      An individual provider will be storing their vaccine at refrigerator in an official health facility, whose facility data will be collected on a different Health Facility Questionnaire and be entered into CCEM as a separate Facility record.  The Refrigerator Questionnaire data will be entered under the official health facility record. I do not see a way to link an individual provider with the facility where they store their vaccine, in particular for analysis. When CCEM calculates capacity requirements for the refrigerators at the official health facility, it will need to run an algorithm looking to add in the capacity  needs for every individual provider that has noted that it stores its vaccine at this facility, and that this link is communicated via the CCEM facility ID. I don’t think type of registry of the linkage with individual providers and the refrigerators/facilities where they store there vaccines is possible. But please share with me your thoughts and solutions.

                                                            iii.      As a possible solution, I wonder if the individual providers are recorded as a specific facility type, whether a new report in CCEM could be designed which calculates the storage capacity of individual providers located in a specific administrative area (e.g. district) and then compares their capacity requirements to the cold chain capacity available at a certain facility type in this region, likely to be the source of storage for individual providers (e.g. district vaccine store).

I am sure there is more to talk about, but I am going to stop for now and see if anyone responds to help answer my questions.

Best regards,

Sophie

Dear ALL,

One option that could be considered is translating facility names into English. I would like to ask Tamta (who will help with translation and interpretation) and national colleagues to advice whether that would be feasible and acceptable.

Best regards,

Oleg

.

Hi Dexter,

I think my question #3 relates to the assumption that we need to choose one language for the data tables (facility and equipment data). That even if the instructions and data labels in CCEM can switch between languages, the facility names are not going to switch from Georgian to Russian to English.

This comes up for me because I see at http://cloud.moh.gov.ge, and it is mentioned in the email by Alexander, that in the mFL the facility names are in Georgian and yet we’re setting up CCEM in Russian.

I suppose the question about whether we can use facility names in Georgian instead of Russian. Is it OK to have the operating language of CCEM be Russian but the facility names be in Georgian?

Sophie