PHILIPPINES MICROPLANNING GUIDE

REACHING EVERY PUROK

MEASLES ELIMINATION
DRAFT OF 23 MAY 2013

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STEPS IN MICRO PLANNING PROCESS FOR REACHING EVERY

PUROK*
RHU/ BHS ANALYSIS Table 1
LAST 12 MONTHS DATA TO
IDENTIFY PRIORITY BHS,
PROBLEMS AND ACTION
COMMUNITY POPULATION
Table 2
EVERY BHS MAKES A LIST
OF TARGET INFANT

BHS ANALYSIS Table 3

LAST 12 MONTHS DATA TO
IDENTIFY PRIORITY
COMMUNITIES

PRIORITY
COMMUNITIES
VISIT COMMUNITIES
MEASURE IMMUNITY GAP

ALL BHS
WITH
RHU/CHU

Annual Planning

MAP
EVERY RHU and BHS
MAKES A SIMPLE MAP
SHOWING EVERY
COMMUNITY

SESSION PLAN Tables 5A,5B,5C

Plan sessions to reach every community regularly
SESSION SCHEDULE 5D
Plan date and location of every fixed and outreach session
quarterly

MONITORING SYSTEM Table 6

Use MCV2 Monitoring Tool to monitor doses by community and
use BHS/RHU/HC monthly immunization monitoring chart

MANAGING SUPPLIES Table 8, 9

Monitoring supply levels in BHS and estimating outreach needs
MANAGING VILLAGE VOLUNTEERS
Regular communication with community health volunteers

Monthly Monitoring

FOLLOW UP ACTION Table 7

List eligible children and mothers in advance and after each
session

SUPERVISORY ACTION Table 10

Plan regular technical supervision visits to PRIORITY BHS

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* Purok, sitio, zone and block are equivalent to a

community

TABLE 1: RHU/MHC/Puroks ANALYSIS

USE LAST 12 MONTHS DATA TO IDENTIFY PRIORITY BHS, PROBLEMS AND ACTION

Analyze the last 12 months performance

N
o

#
1
2
3
4
5
6
7
8
9
10

Name
Of
Barang
ays or
Puroks

Text

Total
Pop
(TP)

Eligible
Pop (<1
year)
(TP x
2.7%)

Presence
of high
risk
communit
y
(specify
type*)

Text

No. of children
immunized with

No. of children
unimmunized

(Eligible Pop No of
children administered
with )

Penta
3

MCV
1

MCV
2

Pent
a3

MCV
1

MCV
2

Problems
No. of
midwiv
es
availab
le

Mode
of
Transp
ort**

No. of
measl
es
cases

No. of
diphthe
ria
cases

No. of
pertus
sis
cases

Text

Priori
ty
Rank
(1-n)

a) Table 1 should be accomplished by the RHU/MHC/BHS staff for the previous 12 months performance, initially. Succeeding analysis
shall be done every 6 months.
b) Fill-up the table based on your reports (EPi accomplishment and surveillance reports) and knowledge of the description of the
barangays/puroks.
c) Rank the barangays/puroks . A priority rank (from 1 to 4 where 1 is top priority) can be assigned to each barangay/purok according to
the number of unimmunized children, and the nature of the problems - availability of the midwives, mode of transport, diseases and
action.
d) Any area that accounts for 50% of the computed total unimmunized population should be considered as highest priority.
*urban slum dwellers, migrant workers, refugees, minority groups, rural remote, areas of insecurity
** bus, tricycle, boat, car, walk,
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Table 2 is used to list every purok or sitio or zone or block or other word to describe groups of population within catchment Barangay area
in the catchment area of each barangay.
Use the best estimate of total population of a purok or sitio or zone or block the source may be the community itself.
Total population estimate: Multiply the total number of households by 5
Annual infant target: Multiply the estimated total population by 2.7%
TABLE 2

Sitio, purok,
zone and block
Name

Estimate
d Total
pop

Estimat
ed
annual
infant
Target
<1y

Estimate
d annual
Pregnan
t women
target

Transport
from BHS

Name of
Barangay
Health worker
(BHW)

BHWs Contact or
Mobile Phone #

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16

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MAP: SOME EXAMPLES OF URBAN MAPS AND POPULATION LISTS

Each Barangay should make a map to show the distribution of purok or sitio or zone or block. It is also helpful to have maps of individual purok or sitio or zone or block as shown in these pictures. Lists of population or of families living in each - purok or sitio or zone or block can
be displayed next to the maps on the BHS wall.

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TABLE 3: BHS ANALYSIS: COMMUNITY ANALYSIS: PERFORMANCE OF EVERY COMMUNTY LAST 12 MONTH TO
IDENTIFY PRIORITY COMMUNITIES
NAME OF BHS:___________________________________
NAME OF HEALTH UNIT: __________________________DATE:___________________
Pregnant women ANC 4
visits

Pregnant women ANC 1

visit
Estimated pregnant
women (Total x 3.5%)

Priority by unimmunized
1 to n

Deaths
Neonatal/child/maternal

Pertussis cases

Diphtheria cases

MCV2

Penta 3

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Measles cases

Childre
n
missed
Penta3
and
MCV2

Number of Outreach
visits done this
community (year)

MCV2
doses
given
(year)

Number of Outreach
visits planned to this
community (year)

Penta
3
doses
(year)

Access to Fixed Site (F)

or Outreach (O)

Target
Popn.
infants
<1 yr
(year)

Mode of Transport from

BHS

Names of
Purok or
Sitio or
Zone or
Block
Served by
BHS

Name and
Mobile phone
number for
person to
contact in
community

The purpose of Table 3 is to identify priority Purok or sitio or zone within a Barangay.
The table should be used during a visit to a BHS by RHU/CHU staff.
Estimates of population of each community are made and entered as per Table 2.
The number of doses of Penta 3 and MCV2 given in each community are subtracted
from the target population to calculate the number of missed children for each.
Each Purok or sitio or zone should have a ranking of priority according to the number of
children missed for Penta 3 and or MCV2 or other indicators of risk.

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TABLE 4: VISITS TO PRIORITY PUROK OR SITIO OR ZONE:

COMMUNITY ASSESSMENT OF IMMUNITY GAP CONDUCTED BY DOOR TO
DOOR VISITS OF 10 TO 20 CHILDREN AGED 0 TO 23 MONTHS
AND THEIR MOTHERS
Name: _________________
BHS:
Date

Door
#

Check Cards of Children 0 to 23 months of age

Mother TT
Recall

Child
#

2 or more
TT doses
or 0
or N.E

Total

Penta 1

Penta 3

MCV 1

MCV 2

or 0
or N.E

or 0
or N.E

or 0
or N.E

or 0
or N.E

0
N.E

0
N.E

0
N.E

0
N.E

= dose recorded
0 = dose eligible but not recorded
N.E. = child not yet eligible to receive dose according to child's age (Penta. 1 from 6
weeks; Penta. 3 from 14 weeks; MCV 1 from 9 months; MCV2 from 12 months)

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10

The purpose of Table 4 is to measure the immunity gap in a priority high risk
purok or sitio or zone or block which has been identified in Table 3.

Table 4 should be used during a visit to the - purok or sitio or zone or block
by BHS staff and RHU/MHC/CHO staff together. They should visit from 10
to 20 houses in the purok or sitio or zone or block door to- door and ask
mothers for the childrens immunization cards, and mothers TT record
cards.

If a child has no immunization record card

o Check the target client list for immunization status
o If no record ask the mother to recall doses
o If no record and the mother is absent, do not include this
child

If the mother has no TT record card, her recall can be used

About 10 to 20 children and mothers can be interviewed depending on

the density of population

This method of rapid household survey is not statistically valid but is

enough to make an estimate of immunity gap so that action can be
taken.

TOTAL
CHILDRE
N
20

0
NE
TOTAL - NE
% = (/TOTALNE)

Penta
1
15
3
2
18

Penta
3
12
3
5
15

MCV 1
10
4
6
14

MCV 2
5
7
8
12

83

80

71

42

The table above shows how to analyse the results. In this example, a total of 20
children were found. In each column the totals are inserted for each category.
The NE (children not eligible for a dose) are subtracted from the total of 20. Then
the percentage with is calculated excluding the children who are NE.
In this example there is a significant gap between 71% uptake of MCV1 and 42%
uptake of MCV2.

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Table 5A: Estimating session frequency based upon population and birth cohort

Total
population

Annual birth
cohort
(2.7%)

Monthly
birth cohort

10,000

270

5000

Expected number only newborns attending the session

according to session frequency (fixed or outreach)
If session is
every Week

If session is
every two
weeks

If session is
every month

If session is
every 3
months

23

11

23

68

135

11

11

34

4000

108

27

3000

81

20

2000

54

14

1000

27

500

14

300

Table 5B: Estimating the expected workload for any session assuming newborns plus returning infants in a
schedule needing 4 contacts in the first year of life

Total
population

Annual
birth
cohort
(2.7% )

Expected number of newborn and returning infants who may attend each
session according to session frequency and 4 contacts in the full
schedule
Monthly
birth
cohort

If session If session If session

is every
is every is every
Week
two weeks Month

If session is every 3 months

(quarterly)

10,000

270

23

23

45

90

270

5000

135

11

11

23

45

135

4000

108

18

36

108

3000

81

14

27

81

2000

54

18

54

1000

27

27

500

14

14

300

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Tables 5A and 5B can be used as the basis for session planning, for both fixed and outreach sessions.
FOR THE SAKE OF SIMPLE CALCULATION THESE EXAMPLES USE ROUNDED NUMBERS FOR
POPULATION AND 2.7% FOR THE BIRTH RATE
The principles to be used:

Every purok or sitio or zone or block should have at least 4 contacts per year (preferably more than 4) to ensure
full immunization

Large purok or sitio or zone or block will need more frequent sessions than small ones.

The optimal workload for an outreach session managed by two staff is around 20 to 35 clients. However, this will
depend upon distance to travel, community support in the purok or sitio or zone or block and other practical
issues.

Table 5A
This table shows the expected number of newborns only who may attend a vaccination session for the first time according
to the frequency of sessions, whether weekly, every two weeks, every month or every 3 months.
Table 5A does not take into account the number of children who return for their next doses.
Table 5B
This table shows the minimum expected number of newborns who may attend a vaccination session for the first time plus
those who attend for their next doses according to the frequency of sessions, whether weekly, every two weeks, every
month or every 3 months.
Table 5B assumes a minimum of 4 contacts for full immunization, and that each session will include children returning
for their next doses. Although the exact number to expect at each session will not be known, for the sake of simplicity
Table 5B assumes that in order to include returning children, each session should be ready to vaccinate the birth cohort
multiplied by 4.
The shading in Table 5B shows an acceptable frequency of sessions for the total population based upon the estimated
operational workload. This is just an example and NOT a recommendation, actual session frequency may depend on
many other factors especially the number of available staff and transport resources.
Table 5C
Table 5C is an example of a blank outreach session plan form which can be completed by the BHS and RHU/CHU
working together using their local knowledge of how to reach every purok or sitio or zone or block.
Table 5D
Table 5D is an example of an outreach schedule for one BHS. The number of sessions is taken form Table 5C.
The dates of sessions will depend upon the availability of the RHU/MHC/CHO midwife to attend the sessions.
The table is also used to monitor the completion of scheduled sessions. Table 5D should be filled quarterly so that
adjustments can be made for sessions that are not completed as scheduled.

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13

Table 5C: Health centre OUTREACH session plan to reach every purok or sitio or zone or block
at least 4 times per year
purok or
sitio or
zone or
block

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Annual
target
popn.
<1 year
(2.7%)

Monthly
Target
popn.
<1 year

Mode of
Transport

OUTREACH
Session
frequency in
sessions per
month

Expected
number of
children per
OUTREACH
session

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Table 5D: OUTREACH Session schedule for BHS revised every 3 months reaching every community
Month 12

Month 11

Month 10

Month 9

Month 8

Month 7

Month 6

Month 5

Month 4

Month 3

Month 2

Month 1

Date scheduled
and done

Name of
community
volunteer or
contact and
mobile phone #

No. of sessions
per year

Community
Name

Date
scheduled:
Date done:
Date
scheduled:
Date done:
Date
scheduled:
Date done:
Date
scheduled:
Date done:
Date
scheduled:
Date done:
Date
scheduled:
Date done:
Date
scheduled:
Date done:
Date
scheduled:
Date done:
Sessions
done
TOTALS

Sessions
planned
% done

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TABLE 6: MONITORING OF HIGH RISK COMMUNITY IMMUNIZATION STATUS AT MCV2 (MMR) OPPORTUNITY AT 12 TO 15 MONTHS OF
AGE
MCV2
(MMR)
Given
To Child
Aged 12
To 15
Months

Name of Child

Name of Mother

DATE

OPV3
Record
On Card

Penta 1
Record
On Card

Penta 3
Record
On Card

MCV1
(MV)
Record On
Card

IMMUNIZATION STATUS CHILDREN AGED 12 TO 15

MONTHS
*Full Immunization = All doses OPV 3, Penta 1, Penta 3, MCV1,
recorded on card
**Partial immunization = Missing 1 or more doses of: OPV3,
Penta 1, Penta 3, MCV1.

Child (card
only)
F=Full
P=Partial
N=none/ no
card

Total

Schedule of next dose if Partial or None

Vaccine
needed

Appointment
date

Total

Date Given

Total

BARANGAY NAME____________________________________________ Sitio/Purok/Zone ____________________________________ YEAR _______________ QUARTER_______________

HEALTH CENTRE NAME____________________________________

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NAME OF BHW ___________________________________________ MOBILE # _____________________________________

16

NOTE: One form(s) should be used for each community for a period of three months. This form should be complete4d by the assigned Barangay Health Worker (BHW) and be
kept at the Barangay Health Station (BHS).

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17

GUIDE FOR USING TABLE 6: BHS MONITORING OF HIGH RISK COMMUNITY IMMUNIZATION
STATUS AT MCV2 (MMR) OPPORTUNITY

The MCV2 dose (MMR) which is given at 12 to 15 months is an opportunity to monitor the completion of all previous
doses in the immunization series and to schedule providing missed doses if needed.
1. One form (Table 6) is to be used for one high risk community previously identified (see Table 3 and Table 4).
2. The BHW should mobilize all children aged less than 23 months in the community to attend every immunization
session.
3. Children under 12 months of age receive all scheduled doses including MCV1
4. Children from 12 months onwards should receive MCV2 plus any other missing dose.
HOW THE BHW CAN USE THE MCV2 OPPORTUNITY TO TRACK CHILDREN IN HIGH RISK
BARANGAYS
5. As each child is preparing to receive MCV2 the name of the child and mother are entered on Table 6 and the
immunization record is checked to see whether that child has received Penta 1,2,3 and MCV1. Table 6 is ticked
accordingly and the status of each child is entered (full, partial or no immunization).
6. After giving MCV2, if a child is partially immunized or has had no immunizations, then other missing doses
should be scheduled to complete the series.
7. Table 6 can be kept at the BHS and used for a period of 3 months for one community.
8. Every 3 months the totals are recorded and compared with preceding 3 months to monitor progress in each
community.
9. Table 6 provides a simple method for the BHS to follow up children in high risk communities.

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19

Drop out %
(DO/ MCV1) *100

Drop out number (DO)

(MCV1-MCV2)

Total immunized MCV2

Total immunized MCV1

Fill in at the end

Cum
Jan
of each month
Total

Feb

Cum
Total

Mar

Cum
Total

Apr

Cum
Cum
May
Total
Total

Jun

Cum
Total

Jul

Cum
Cum
Cum
Aug
Sep
Total
Total
Total

Oct

Cum
Total

Nov

Cum
Cum
Dec
Total
Total

TABLE 7: FOLLOW UP ACTION:

LISTS FOR FOLLOW UP CHILDREN AND MOTHERS BEFORE IMMUNIZATION SESSION
BASED UPON THE TARGET CLIENTS LIST AT RHU
Child Follow up List

BHS Name:

Childs name

Purok, Sitio, Zone Name:

Mothers name

Age in
Months

Vaccine and
doses needed

Date:

Other
Information

1
2
3
4
5
6

Womans TT doses Follow up List BHS Name:

Womans name

TT
Vaccination
Status

Purok, Sitio, Zone Name:

TT dose
needed

Date:

Other Information

1
2
3
4
5

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20

Table 7 is a simple form to be used to follow up children and mothers in preparation for an
immunization session.
The children and mothers listed can be mobilized by the BHS and community by communicating
in advance by mobile phone.

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TABLE 8: MANAGING SUPPLIES FOR OUTREACH SESSIONS: QUANTITIES OF

VACCINES AND SUPPLIES TO CARRY FOR A COMMUNITY OUTREACH SESSION
TOTAL COMMUNITY
0 -500
501 - 1000
POPULATION
MONTHLY BIRTHS
2
3
QUARTERLY OUTREACH
6
10
TARGET (3 X MONTHLY
# INFANTS)
BCG 20 dose vial +
1
1
diluent
HepB 10 dose vial
1
2
OPV 10 dose vial +
dropper
PENTA single dose vial

10

20

Rota Vaccine single

dose
Iron/Folate monthly
packs
AD syringe 0.5 ml

10

20

10

20

50

50

AD syringe 0.05 ml
(BCG)
Mixing syringe 5 ml

10

Mixing syringe 2 ml

Safety Box

Measles 10 dose vial +

diluent
TT 20 dose vial

Mebendazole and
Vitamin A
Tablets and capsules
OTHER COMMODITIES

Outreach teams should make sure they take enough vaccines and supplies to
reach the target for village outreach sessions planned.
If outreach sessions are conducted regularly 4 times a year it is possible to
estimate the expected number of infants in the birth cohort, and pregnant
women, who will be due for vaccination.
For villages with a total population of 500 people or less, there may be 15 or less
births per year (perhaps only one or more per month) so one vial of most
vaccines except the single dose vaccines will be all that is needed.
For villages with 500 to 1000 total populations, the number of vaccine vials can
be doubled.
Larger populations may need monthly outreach sessions.

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TABLE 9: MONTHLY STOCK REPORT FOR HEALTH CENTRE

Health Centre should use population data to calculate monthly requirements of supplies. Complete this form at the end of each month.
NAME OF BHS .

VACCINES VIALS
MONTHLY
REQUIREME
NT
FOR
POPULATIO
N
BCG
5
HEPB
PENTA
OPV
MEASLES
TT
OTHER
SUPPLY UNIT NUMBERS
AD SYRINGE
BCG
AD SYRINGE
0.5 ML
MIXING
SYRINGE
SAFETY BOX
VITAMIN A
MEBENDAZOLE
IRON FOLATE
TABS
CONTRACEPTIV
E PILLS
CONDOMS
DEPO PROVERA
ORS
ZINC

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DATE..

START
BALANCE

RECEIVED

END BALANCE

ORDER FOR
MONTH

23

MANAGING VILLAGE VOLUNTEERS

The BHS should keep regular communication with village volunteers
1. LIST NAMES AND MOBILE PHONE NUMBERS OF VOLUNTEERS
Every HC should have a list of the names of all community volunteers by community together with their
mobile phone numbers displayed on the wall of the BHS.
2. NOTIFY COMMUNITY LEADER AND VOLUNTEERS A FEW DAYS IN ADVANCE OF
EACH OUTREACH SESSION BY MOBILE PHONE

If possible provide lists of children and mothers who need to be followed up

3. ASK VOLUNTEERS TO PROVIDE INFORMATION AT THE OUTREACH SESSION IN

THE VILLAGE:
o Any newborn infants
o Pregnant women
o Children and mothers who have missed immunization sessions and are not registered
o Neonatal, child and maternal deaths
4. ASK VOLUNTEERS TO HELP WITH OUTREACH SESSION:
o Mobilize all eligible children and defaulters to prepare for outreach session
o Set up session area in preparation for outreach
5. ASK VOLUNTEERS TO GIVE IN FORMATION BY MOBILE PHONE AT ANY TIME
o Births
o Neonatal, child and maternal deaths
o Suspected measles, AFP cases other VPDs (pertussis, diphtheria)
o AEFI

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TABLE 10: DISTRICT SUPERVISORY ACTION PLAN FOR PRIORITY BHS/Barangay

BHS
NAME
A
B
C
D
E
F
G
H
I
J
K
L
M
N

JAN

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Plan regular technical supervision visits from district to every BHS

Make more frequent visits to priority BHS based upon their performance
Supervisors should prepare to spend one full day per PRIORITY BHS to give on the job support to solve technical
problems for planning and monitoring
Supervisors should provide a written record of their technical advice, and follow up on the action taken
FEB

MAR

WRITE DATE OF PLANNED SUPERVISORY VISIT TO EACH BHS

APR
MAY
JUNE
JULY
AUG
SEPT

OCT

NOV

DEC

25

MEASLES ELIMINATION
REACHING EVERY PUROK
OR SITIO OR ZONE OR
BLOCK
INTERRUPTING
TRANSMISSION
Risk assessment
Closing immunity gaps
Micro planning
Prioritization

BHS

OUTBREAK MANAGEMENT
Outbreak preparedness
Outbreak investigation
Outbreak response

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RHU/MHC/CHO

Check individual immunization

cards/books regularly
Inform all mothers of MCV2 at 12 to 15
months
Monitor immunization status at MCV2
dose
Make lists of eligible children for MCV2
and other vaccines for each session
Monitors and schedule catch up doses
for those who miss doses/sessions
especially MCV

Alert communities about the need to

report suspected cases
Notify community immediately of new
outbreaks
Immediate visit to communities to see
suspected cases
Accompany RHU/CHU for investigation
Look for contacts and/or new cases in
communities of suspected cases

Immunize Health Staff with MCV to prevent

nosocomial transmission
Promote MCV2 in health education at every
session
Measure immunity gap at BHS and community
levels especially MCV2
Prioritize BHS and communities according to
immunity gap risk status
Make new micro plans with high risk priority BHS
with sessions to reach every purok or sitio or zone or
block
Update risk assessment to identify high risk BHS
and communities
Alert BHS about need to report suspected cases
Notify BHS immediately of new outbreaks
Measure immunity gap at BHS and community
levels in outbreak area
Follow Standard Operating Procedures for
outbreak response
Immediately conduct routine catch up with BHS in
area of outbreak

26

COMMUNITY
SURVEILLANCE
Reporting suspected cases
Rapid investigation
Search for new unreported
cases

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Keep mobile phone numbers of

community volunteers etc.
Call community by mobile phone to ask
for suspected cases
Follow up visit on reports of suspected
cases by mobile phone from community
Immediately inform RHU/CHU to do
investigation of suspected cases
Ask about new cases in area of
suspected cases

Investigate suspected case within 48 hours of

notification
Case investigation with 10 core variables
Take blood specimens (including DBS)
Take virus specimen if requested
Ship specimen to reach lab within 5 days
Notify BHS of lab results
Manage searches for contacts and new cases with
BHS

27

MASTERLIST OF INFANTS (12-59 Months old)

NAME OF BHS: _________________________________________
BARANGAY : ___________________________________________
ZONE :
1
2
3
4
5
6
7
8
9

NAME OF
MIDWIFE:
NAME OF BHW
Date of
Completion :

Check the Immunization Record and check

() below*

# HH
Visited

Name of Child

Age
in
Yea
rs

MM
R

AM
V

DPT
Penta
1

DPT
Penta
2

DPT
Penta
3

OPV
1

OPV
2

Name of Mother

OPV
3

Indicate
Date
AMV /MMR
Given for
children
with
ZERO or
ONE (1)
MCV

TOTAL NOT GIVEN

Instructions:
1. Fill-up the information needed and encircle the Zone masterlist
done.
2. Indicate the number of household (HH) visited. If 1 HH have 2 eligible infants, indicate
only 1 HH.
3. *Check the immunization record of the infant. Place a check ( ) if given, NE if not eligible, N if
not given.
4.
Check the names
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JB of each child if listed in the TCL. If LISTED, update the immunization status. If not, include in
the TCL.

28

MASTERLIST OF INFANTS (0-11 Months old)

BARANGAY : ___________________________________________
NAME OF BHS: _________________________________________
ZONE :

# HH
Visite
d

Name of Child

Age
in
Year
s

Name of Mother

NAME OF
MIDWIFE: NAME
OF BHW
Date of
Completion :
Check the Immunization Record and check
() below*
DPT
DPT
DPT
OPV OPV OPV
AMV Penta
Penta
Penta2
1
2
3
1
3

Indicate Date
AMV /MMR Given
for children with
ZERO or ONE (1)
MCV

TOTAL NOT GIVEN

Instructions:
1. Fill-up the information needed and encircle the Zone masterlist done.
2. Indicate the number of household (HH) visited. If 1 HH have 2 eligible infants, indicate only 1 HH.

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3. *Check the immunization record of the infant. Place a check ( ) if given, NE if not eligible, N if not given.
4. Check the names of each child if listed in the TCL. If LISTED, update the immunization status. If not, include in the TCL.

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