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DHIMS2!USER!MANUAL!!
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GHANA!HEALTH!SERVICE!
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Table&of&contents&
Table&of&contents&...................................................................................................................................&2!
Overview&..................................................................................................................................................&3!
What&is&DHIMS2?&..............................................................................................................................................&3!
Starting&DHIMS&2&..............................................................................................................................................&3!
Navigating&DHIMS&2&........................................................................................................................................&5!
Terminology&......................................................................................................................................................&6!

The&Dashboard&.......................................................................................................................................&6!
Messaging&for&help&or&with&feedback&..............................................................................................&7!
Data&entry&................................................................................................................................................&9!
Data&quality&checks&......................................................................................................................................&13!
Completing&the&form&....................................................................................................................................&14!
Offline&data&entry&..........................................................................................................................................&15!

Line&listing&data&entry&......................................................................................................................&16!
Reporting&..............................................................................................................................................&18!
Dataset&reports&..............................................................................................................................................&19!
Pivot&tables&.....................................................................................................................................................&19!
Report&tables&..................................................................................................................................................&20!
Standard&reports&...........................................................................................................................................&23!
Data&completeness&report&.........................................................................................................................&23!
Organisation&unit&distribution&report&...................................................................................................&24!

Data&visualizer&....................................................................................................................................&25!
Organisation&unit&management&....................................................................................................&28!
Creating&or&editing&organisation&units&..................................................................................................&28!
Hierarchy&operations&..................................................................................................................................&32!
Organisation&unit&search&............................................................................................................................&33!

User&management&..............................................................................................................................&33!
Adding&a&user&.................................................................................................................................................&36!
Editing&a&user&.................................................................................................................................................&36!

Online&training&server&......................................................................................................................&37!
Contact&persons&at&CHIM&............................................................................................................................&37!

! 2!
Overview&

What%is%DHIMS2?%
DHIMS! 2! which! is! developed! on! DHIS2! application! platform.! This! is! free! open! source! software! that! is!
being! used! by! a! number! of! countries! in! all! over! the! world.! DHIMS2! will! serve! as! a! data! collection,!
recording!and!compilation!tool,!and!all!data!(be!it!in!numbers!or!text!form)!can!be!entered!into!it.!Data!
entry! can! be! done! in! lists! of! data! elements! or! in! customized! user! defined! forms! based! on! the! paper!
forms.!

As!a!next!step,!DHIMS!2!can!be!used!to!improve!data!quality.!Firstly,!at!the!point!of!data!entry,!a!check!
can!be!made!to!see!if!data!falls!within!acceptable!range!levels!of!minimum!and!maximum!values!for!any!
particular!data!element.!Such!checks,!for!example,!can!help!to!identify!typing!errors!at!the!time!of!data!
entry.! Further,! users! can! define! various! validation! rules,! and! DHIMS! 2! should! be! able! to! run! the! data!
through!the!validation!rules!to!identify!violations.!

When!data!has!been!entered!and!verified,!DHIMS!2!will!help!to!make!different!kinds!of!reports.!The!first!
kind!are!the!routine!reports!that!can!be!predefined,!so!that!all!those!reports!that!need!to!be!routinely!
generated!can!be!done!on!a!click!of!a!button.!

DHIMS!2!should!help!in!the!generation!of!analytical!reports!through!comparisons!of!data,!for!example!
indicators! across! facilities! or! over! time.! Graphs,! maps,! reports! and! health! profiles! are! amongst! the!
outputs! that! DHIMS! 2! should! produce,! and! these! should! routinely! be! produced,! analyzed,! and! acted!
upon!by!health!managers.!

Starting%DHIMS%2%
Open!web!browser!on!the!desktop!–!Mozilla!Firefox!or!Google!Chrome!preferably,!by!double!clicking!on!
their!icon.!

If! you! do! not! have! the! Chrome! or! Firefox! on! your! computer! you! can! install! it! free! from! the! internet,!
from!www.mozilla.com/enOUS/firefox/new/!or!http://google.com/chrome!

Type! in! the! URL! address! of! DHIMS,! which! will! be! provided! by! CHIM.! The! DHIMS2! log! in! screen! will!
appear!

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To! ensure! security! and! control! of! access.! Each! user! of! DHIMS! have! been! assigned! a! user! name! and!
password.!Please!put!your!user!name!and!password,!and!click!on!Login.!

If! your! user! name! and! password! are! approved,! the! DHIMS2! will! be! opened! for! use.! This! screen! –! the!
dashboard!O!will!appear.!

! 4!
If! the! username! or! password! is! not! recognised,! you! will! be! given! a! warning! that! you! have! typed! the!
wrong! username! or! password.! Contact! your! administrator! to! reset! the! password.! Note:&
username/password!are!case!sensitive.!

Navigating%DHIMS%2%
Once! you! have! logged! in,! you! will! see! three! tabs! at! the! top! of! the! screen:! Maintenance,! Services! and!
Help.!There!is!also!a!button!for!logging!out!of!the!system.!

menus for navigating DHIMS 2

Maintenance&
The!Maintenance!menu!allows!additions!and!omissions!to!the!system.!This!is!the!menu!that!allows!new!
forms!to!be!built!and!also!the!removal!of!existing!ones.!Here,!organizational!units!can!also!be!added!or!
removed!from!the!system!with!this!module.!Users!and!user!rights!are!also!set!here.!Generally,!the!whole!
customization!of!the!system!is!done!with!the!maintenance!module.!

Services&
This! module! allows! the! user! to! make! inputs! into! the! system! (database)! and! generate! desired! outputs!
(reports)! from! the! system.! Here,! the! user! can! do! data! entry! to! update! the! database,! edit! completed!
forms!and!also!generate!reports.!

Help&
The!module!is!the!support!center!where!the!user!can!seek!help!on!issues!regarding!the!system,!as!well!
as!change!their!password.!!

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Terminology%
As!you!work!your!way!though!DHIMS2,!there!are!some!words!that!it!is!good!to!have!an!understanding!
of.!Below!is!a!list!of!the!most!common:!

Data&element! value!of!raw!data,!typically!a!field!on!a!form.!Example:)Number)of)malaria)cases)

Category&option& breakdown!of!a!data!element,!typically!in!age!or!gender.!Example:)<)5,)Male,)10914)yrs!

Indicator& calculated!value.!Example:)BCG)coverage;)total)number)of)OPD)cases)

Data&set! collection!of!data!element,!corresponding!to!a!form.!Example:)Monthly)OPD)Morbidity)
Returns)

The&Dashboard&
When!you!log!into!DHIS,!the!first!screen!you!are!taken!to!is!the!Dashboard.!The!Dashboard!is!personal!
and!can!be!customised!for!each!user’s!needs.!You!can!add!shortcuts!to!the!most!used!reports!and!map!
views!and!add!charts.!

To!add!a!shortcut!area,!click!insert!and!choose!the!type!of!shortcut!area!you!want!to!add.!

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!

To! add! a! report! to! the! shortcut! area,! you! have! to! go! to! the! report! module! and! click! the! icon! shown!
below!(see!later!in!the!manual!for!information!on!reporting).!!

To!add!a!chart,!click!“Insert”!in!a!chart!area,!and!select!a!chart!from!the!list.!If!you!want!to!add!you!own!
custom!chart,!see!the!section!on!“Data!Visualizer”.!!

Messaging&for&help&or&with&feedback&
DHIMS2!has!built!in!functionality!for!sending!messages!and!feedback.!You!can!send!messages!to!users!
assigned!to!specific!organization!units,!or!you!can!send!feedback!to!the!administrators!at!CHIM!if!you!
have!discovered!an!error!or!need!help.!The!messaging!functionality!is!available!from!the!dashboard.!At!
the!top!of!the!screen,!there!is!a!button!for!sending!feedback.!If!you!have!unread!messages,!this!will!also!
be!displayed!here.!On!the!left!hand!side,!there!is!a!button!that!takes!you!to!the!messaging!module.!

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If! you! click! messages,! you! will! taken! to! a! screen! with! two! buttons! for! sending! a! new! message! or!
feedback.!There!is!also!a!list!of!messages!you!have!received,!with!the!unread!messages!shown!in!bold.!

If!you!click!“Write!feedback”,!you!will!be!taken!to!a!screen!where!you!simply!type!a!subject!and!text!and!
click!send!(or!discard)!–!there!is!no!need!to!specify!the!recipient.!!

“Write!message”!will!take!you!to!a!screen!where!you!select!the!organisation!unit!to!send!a!message!to,!
then!specify!the!subject!or!text.!

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To!read!a!message!you!have!received,!simply!click!on!it!in!the!list!of!messages.!The!message!will!open,!
and!you!can!delete!it,!reply!or!mark!it!as!unread!–!just!like!when!using!eMail.!

Data&entry&
To! enter! data! in! the! DHIMS2,! you! go! to! the! Service! tab! (right! hand! side! of! screen)! and! select! “Data!
entry”!in!the!menu!that!appears.!To!do!data!entry,!you!have!to!specify!where,!what!and!whe:!a!facility,!
form!(called!dataset!in!DHIMS!2)!and!the!time!period.!

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1

Next,!choosing!a!Facility!to!do!Data!entry!for!by!using!the!“tree”!on!the!left!hand!side!of!the!screen.!Use!
the![+]!symbol!to!expand!the!tree!from!Nation!!!Region!!District!!!SubOdistrict!!!facility.!Note!that!if!
you!are!assigned!to!a!district,!you!will!start!by!seeing!only!your!district!with!a!plus!symbol;!if!you!are!at!
the!subOdistrict!you!will!only!see!your!subOdistrict!etc.!

click to expand
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region

districts

sub-district

facilities
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The!Health!Facilities!are!the!lowest!unit!for!data!entry.!Most!of!the!forms/datasets!are!assigned!to!the!
facilities.!When!you!see!the!facility!you!wan!to!do!data!entry!for,!click!on!it!to!select.!Your!selection!will!
be!reflected!in!the!green!box.!!

Next,!choose!the!form/dataset!you!want!to!do!data!entry!for.!Click!on!the!drop!down!menu!to!see!a!list!
of!all!forms/data!sets!assigned!to!that!particular!facility.!

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Next,!select!the!reporting!period!you!want!to!do!data!entry!for.!The!“Next”!and!“Prev”!buttons!will!take!
you!to!the!next/previous!year.!

When!you!have!selected!the!organisation!unit,!data!set!and!period,!the!form!will!appear!where!you!can!
do! data! entry.! As! you! enter! data! into! the! form,! the! data! values! are! saved! continuously! on! the! online!
database.! You! will! see! that! the! fields! changes! colour! as! you! enter! data:! first! to! yellow,! meaning! the!
value!is!pending!saving,!then!to!green,!which!means!the!value!is!saved.!Thus!there!is!no!Save!button!–!

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everything!is!automatic.!Also,!if!you!want!to!change!a!value!you!have!edited!before,!simply!find!the!right!
form!and!edit!the!value!directly.!

Data%quality%checks%
Double!clicking!on!a!“data!element”!(field)!in!the!data!entry!screen!will!bring!up!a!window!showing!you!
the!historical!values!for!that!field,!the!average!value,!and!(if!they!have!been!generated)!the!minimum!
and!maximum!accepted!values!for!that!field.!To!close!the!window,!click!the!x!in!the!upper!right!corner,!
or!the!Esc!key!on!your!keyboard.!

If!minimum!and!maximum!values!have!been!generated!(these!are!system!generated!at!the!national!level!
based!on!historical!data.!They!are!specific!for!each!field!at!each!facility.),!entering!data!values!outside!of!
this!min/max!will!cause!a!window!to!appear!with!a!warning,!and!the!field!will!turn!red.!However,!the!
value!is!still!stored!–!the!minimum!and!maximum!are!there!warn!you!of!unexpected!errors!in!order!to!
avoid!errors.!

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Another!type!of!data!quality!checks!are!the!validation!rules.!Validation!rules!are!rules!created!to!make!
sure!the!data!entered!is!consistent.!For!example,!there!can!be!a!check!that!controls!that!the!number!of!
patients! admitted! is! always! greater! than! the! number! of! inpatient! deaths.! If! there! are! violations,! a!
window! will! appear! explaining! what! the! violation! is.! Validations! are! run! automatically! when! pressing!
complete.!How!to!run!these!checks!is!discussed!in!the!next!section.!

Completing%the%form%
At!the!bottom!of!the!page!there!are!three!buttons.!!

Complete& O!clicking!this!button!tells!the!system!that!this!dataset!for!the!specific!facility!and!period!
has! been! entered! into! the! system.! Thus! when! a! data! completeness! check! is! made! (similar! to! “tally! of!
entries”! in! DHIMS! 1),! only! the! forms! where! the! complete! button! has! been! pressed! will! be! marked! as!

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complete.! Note,! however,! that! the! values! you! enter! in! the! form! are! still! saved! in! the! system!
independently!of!the!complete!button.!

Incomplete! O!this!removes!the!complete!registration!

Run&validation& O!checks!the!form!for!validation!rule!violations!

If! there! are! validation! rule! violations,! a! window! will! pop! up! explaining! what! the! problem! is! –! you! can!
then!correct!the!error!before!completing!the!form.!Below!is!an!example!of!a!validation!rule.!

Offline%data%entry%
While!DHIMS2!is!an!online!system!and!as!such!requires!an!internet!connection,!it!provides!for!a!way!to!
do!data!entry!even!when!the!connection!is!unstable.!You!have!to!be!online!to!log!in!to!the!system,!open!
the! data! entry! screen! and! allow! it! to! load! all! of! the! datasets! in! the! system.! As! soon! as! this! is! done,!
however,! you! can! continue! with! data! entry! even! if! your! internet! connection! goes! down.! When! the!
connection! drops,! a! small! message! will! be! displayed! at! the! top! of! the! screen! telling! you! that! you! are!
offline!and!that!the!data!you!enter!will!be!stored!locally.!!

As!long!as!you!have!the!data!entry!page!open!in!your!browser,!you!can!continue!to!do!data!entry!for!
different! facilities! and! on! different! forms! without! an! internet! connection.! When! you! are! back! online,!
you!will!be!asked!to!upload!the!data!to!the!server.!!

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!

If!it!so!happens!that!you!do!not!get!online,!you!can!still!close!your!browser!and!turn!of!your!computer!–!
the!data!will!be!saved!in!your!browser!until!you!get!online.!Note,!however,!that!if!you!close!the!browser,!
you! need! to! get! back! online! before! you! can! get! to! the! data! entry! screen! to! continue! with! your! data!
entry.!

Note:!If!you!are!using!Firefox,!the!first!time!you!go!to!the!data!entry!screen!you!may!see!a!message!at!
the!top!of!the!screen!asking!you!if!you!want!to!allow!data!to!be!stored!offline!–!if!you!get!this!message,!
please!click!“Allow”!for!the!offline!data!entry!to!function.!

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Line&listing&data&entry&
Data!entry!for!the!line!listing!forms/data!sets!is!done!in!a!module!called!“NameOBased!Data!Records”.!

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After!opening!the!module,!select!“Anonymous!Events”.!

After!selecting!“Anonymous!events”!you!will!be!taken!to!the!data!entry!screen.!

The!“Anonymous!events”!screen!is!similar!to!the!data!entry!screen.!On!the!left!hand!side!you!select!the!
organisation!unit!(facility)!you!want!to!enter!data!for.!Then!you!choose!the!“Program”!–!the!data!set!–!
you!want!to!use,!for!example!“InOpatient!morbidity!and!mortality”.!Finally,!you!select!the!reporting!date,!
that! is! the! date! the! entry! is! made! in! the! line! list.! To! start! entering! data,! click! the! “Create! new! event”!
button.!

After!clicking!“Create!new!event”,!the!data!entry!form!will!appear.!Simply!fill!in!the!required!values!in!
the!same!was!as!during!regular!data!entry.!You!can!use!the!“Tab”!key!to!quickly!jump!to!the!next!field.!
Once! you! have! completed! the! entry,! click! the! “Complete! data! entry”! button.! The! form! will! then! be!
checked!for!completeness.!If!there!are!missing!values,!you!will!be!prompted.!!

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!

Correct!the!errors,!then!click!“Complete!data!entry”!again.!Once!the!entry!is!completed,!you!can!click!
“Create!new!event!again”!and!continue!the!data!entry!for!the!next!patient.!

Using! the! “Show! events”! button! will! list! all! the! entries! done! on! the! selected! “Reporting! date”.! The!
“Delete! current! event”! will! delete! the! record! you! are! currently! working! on.! Please! note! that! if! the!
button!is!clicked!when!showing!historical!events,!the!event!at!the!top!of!the!list!will!be!deleted.!!

Line!listing!currently!requires!continuous!Internet!connectivity,!unlike!the!routine!data!entry.!

Reporting&
DHIMS! 2! has! a! comprehensive! reporting! module.! There! are! two! types! of! reports:! preOcustomised!
reports!based!on!routine!reporting!requirements,!and!system!generated!reports!customised!by!the!user.!!

Reports!are!found!under!the!”Services”!menu!in!DHIMS!2.!The!different!types!of!reports!are!listed!in!the!
menu!on!the!left!hand!side!of!the!screen.!

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Dataset%reports%
Dataset! reports! are! reports! based! on! specific! datasets! (forms).! It! presents! aggregate! data,! so! that! a!
dataset!report!for!a!district!shows!the!sum!of!all!the!values!entered!on!that!form!in!the!district.!!To!run!a!
dataset!report,!select!the!form!you!are!interested!in,!the!period!you!want!data!for,!and!the!organization!
unit.!Finally,!click!“Get!report”.!

what

when

where

Pivot%tables%
DHIMS!2!has!a!built!in!pivot!table!that!can!be!used!for!quickly!looking!up!data.!First,!select!whether!you!
want!to!look!at!data!elements!or!indicators!(calculated!values).!Next,!select!a!group!of!data!elements!or!
indicators!–!the!groups!are!based!on!category!(e.g.!EPI,!RCH)!or!forms.!Then,!select!the!period!you!want!
data!form,!and!finally!the!organization!unit.!!

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!

Using! the! “Pivot”! button! you! can! select! what! you! want! as! column! header! and! what! to! use! as! row!
headers.! The! choices! that! are! checked! will! be! displayed! as! column! headers.!The! data! displayed! in! the!
report!table!can!also!be!downloaded!to!Excel!by!clicking!the!Download!to!excel!button.!

Report%tables%
Report!tables!are!collections!or!data!elements!and/or!indicators.!These!are!generic,!so!that!users!in!the!
whole! of! the! country! can! use! them! –! you! simply! select! the! organization! unit! and! period! you! are!
interested!in!when!you!run!the!report.!!

Clicking!on!“Report!table”!will!give!you!a!list!of!the!report!tables!in!the!system.!

! 20!
dashboard
edit
create

delete info
!

Next! to! each! report! table,! there! are! five! icons.! The! create! icon! allow! the! user! to! run! the! report!
table,! after! giving! the! required! parameters.! The! edit& and! delete& icons! are! disabled! for! most!
users.! The! Dashboard& icon! adds! a! shortcut! to! the! report! table! on! your! dashboard.! The! info!
button!shows!you!some!basic!information!about!the!report!table.!

To!run!the!report,!click!the!"Create”!icon.!!You!will!be!taken!to!a!page!where!you!can!select!the!period!
and!organisation!unit!you!are!interested!in.!!

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!

Click! on! the! “Get! report”! button! to! display! the! report.! The! data! is! shown! directly! in! the! DHIMS! 2!
window.! However,! it! can! be! downloaded! in! various! formats.! The! donwload! options! are! Dowload! as!
excel,!Download!as!CSV,!Download!as!PDF,!Download!as!report,!Download!as!JRXML.!

download options

data

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Standard%reports%
Standard! reports! are! based! on! specific! reports,! for! example! for! EPI! or! RCH.! They! are! based! on! report!
tables,! as! explained! above.! Select! “Standard! report”! from! the! menu,! and! you! will! see! a! list! of! the!
available!standard!reports,!similar!to!the!report!tables.!Click!the!green!“Create”!icon!to!run!the!report.!
As! explained! under! “Report! tables”,! select! the! time! period! and! organization! unit! you! want! the! report!
for.!You!can!either!select!“Get!report”!to!download!the!report!as!a!PDF!file,!or!“Download!to!Excel”!to!
get!an!excel!file.!

Data%completeness%report%
Used!to!check!the!completeness!or!reporting.!The!completeness!report!can!be!based!on!three!different!
thing:!!

O complete!dataset!registrations!!

O compulsory!data!elements!

O number!of!registered!data!values!

Common!for!all!is!that!is!that!it!only!counts!the!forms!that!are!assigned!to!each!specific!facility.!

Complete&dataset&registrations&&
Based!on!the!“Complete”!button!that!is!found!on!the!data!entry!screen.!

Compulsory&data&elements&
Selected!data!elements!in!the!forms!can!be!marked!as!“compulsory”!by!the!administrator.!Using!this!will!
show!how!many!of!these!compulsory!data!elements!have!a!nonOnill!value.!!

Number&of&registered&data&elements&
Using!this!will!show!how!many!data!elements!have!a!nonOnill!value.!!

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!

If!you!do!not!select!a!specific!dataset,!you!will!get!an!overview!of!the!completeness!of!all!datasets!for!
the!specified!organization!unit.!If!you!select!a!specific!dataset,!you!will!instead!see!the!completeness!of!
this!dataset!for!all!children!of!the!selected!organization!unit.!

The!data!completeness!report!can!be!shown!directly!in!DHIMS!2!by!clicking!the!“Get!report”!button,!or!
be!downloaded!as!PDF,!Excel!or!CSV.!

Organisation%unit%distribution%report%
This!type!of!report!lets!you!show!what!type!of!facilities!exist!in!a!specific!region,!district!or!subOdistrict.!
Simply!select!the!organization!unit!you!are!interested!in,!and!select!wether!to!look!at!organization!units!
based!on!Ownership,!Type!or!Facility!Level!

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!

Data&visualizer&
The!data!visualizer!is!made!to!be!dynamic,!and!the!best!approach!to!using!it!is!probably!to!experiment!
with!the!various!chart!types!until!you!get!the!display!the!data!you!want.!Select!“Data!visualizer”!under!
the!“Services”!menu.!This!will!take!you!to!the!data!visualizer!interface!shown!below.!

chart type

data selection
display area

The!process!of!creating!a!chart!has!three!steps:!

! 25!
1) First!select!the!type!of!chart!you!want:!line,!bar,!pie!etc.!Next,!you!need!to!specify!what!to!use!
as!“Series”,!“Category”!and!“Filter”!in!the!chart.! Use!can!choose!between!“Organisation!unit”,!
“Data”! and! “Period”.! The! chart! on! the! right! hand! side! will! help! you! understand! what! the!
meaning!of!“Series”!and!“Category”!are.!!

2) Select!the!data!you!want!to!display,!by!specifying!the!What!O!the!data!(which!data!elements!or;!
the!Where!O!the!organisation!unit!you!want!to!look!at;!and!the!When!O!the!period!you!want!to!
use.!!

click to
expand
!

3) Click!the!update!button!to!display!the!chart.!

update

! 26!
Once! you! have! created! your! chart,! you! have! three! options! you! can! use.! First,! you! can! access! a! “Data!
table”!with!the!raw!data!used!to!display!the!graph.!

The!next!is!Favorites.!If!you!have!charts!that!you!use!often,!or!want!to!add!to!your!dashboard,!you!can!
click! the! Favorites! button.! It! will! give! you! a! list! of! you! saved! charts,! as! well! as! an! option! to! “Manage!
favorites”.!!

Clicking!the!“Manage!favorites”!will!bring!up!a!window!where!you!can!add!and!delete!charts.!If!you!want!
to! add! the! current! chart,! enter! a! name! for! it! and! click! “Save”.! Some! users! may! have! access! to! create!
charts!that!is!available!for!all!users!in!the!system!–!they!can!check!the!“System”!checkbox!before!saving.!

! 27!
!

To! delete! an! existing! chart,! select! it! in! the! list,! then! click! “Delete”! (or! “Rename”! if! you! just! want! to!
rename!the!chart).!!

Organisation&unit&management&
Administrator! at! the! district! and! regional! level! can! add! and! edit! organisation! units,! as! well! ass! move!
them.! This! is! useful! for! example! if! a! new! ! facility! is! established,! a! facility! changes! status! or! if! a! subO
district!is!created!and!facilities!must!be!moved!to!the!new!subOdistrict.!!

Creating%or%editing%organisation%units%
To!create!or!edit!an!organization!unit,!select!“Organisation!unit”!from!the!“Maintenance”!menu.!Then,!
click!on!“Organisation!unit”!in!the!menu!that!appears.!!

! 28!
!

When!creating!or!editing!a!facility,!you!should!first!find!the!parent!organization!unit!of!the!one!you!are!
editing!or!adding.!This!is!done!with!the!Oganisation!unit!hierarchy!displayed!on!the!left!hand!side!of!the!
screen.!As!you!select!a!unit!in!the!hierarchy,!that!unit’s!parents!will!be!listed.!

! 29!
add

children

edit
parent
!

When!you!have!found!the!parent!of!the!unit!you!want!to!create,!click!the!add!or!edit!button,!depending!
on! what! you! want.! This! will! take! you! to! the! screen! shown! below! where! you! can! enter! various!
information!about!the!organization!unit.!Field!marked!with!a!*!are!compulsory.!!

! 30!
!

Two! field! require! special! attention.! One! is! the! short& name.! The! short! name! is! often! used! in! reports!
where!there!is!not!enough!space!for!the!full!name!of!the!organization!unit.!It!is!limited!to!25!characters.!
If! the! actual! name! of! the! organsation! unit! is! 25! characters! or! shorter,! you! should! use! the! full! name.!
However,!if!it!is!longer!you!should!make!a!shortened!version!that!is!still!understandable!for!a!third!party.!
For!example,!if!the!full!name!of!a!clinic!includes!“St.!Louis!North!Health!Centre”,!you!could!shorten!is!to!
“St.!Louis!North!HC”!for!the!short!name.!

! 31!
The!other!field!that!is!especially!important!is!the!“Data!sets”.!You!should!add!the!data!sets!(forms)!that!
the!organization!unit!in!question!is!reporting!on.!!This!is!reflected!in!the!available!data!sets!that!appear!
when! you! do! data! entry! for! that! organization! unit.! If! a! facility! starts! providing! a! new! service! that!
requires!reporting!on!new!datasets,!you!should!edit!the!facility!and!effect!the!changes!in!the!“Data!sets”!
section.!

Hierarchy%operations%
Hierarchy!operations!is!a!functions!that!allows!you!to!move!organization!units.!To!get!to!this!function,!
select!“Organisation!unit”!from!the!“Services”!menu.!Then,!click!on!“Hierarchy!operations”!in!the!menu!
that!appears.!!

step 1

step 2

step 3

Moving!an!organisation!unit!involves!three!steps.!

1) Select! the! organisation! unit! you! want! to! move! by! using! the! organisation! unit! tree! on! the! left!
hand!side.!Then!click!confirm!on!the!button!under!Step!1.!

2) Select!the!new&parent!of!the!organisation!unit!you!are!moving.!Then!click!confirm.!

3) Finally,!click!Move!if!you!want!to!move!the!organisation!unit!or!Reset!to!cancel!the!operation.!

! 32!
Organisation%unit%search%
You!can!use!this!function!to!search!for!facilities!by!name,!type!or!ownership.!Select!“Organisation!unit”!
from!the!“Mainentance”!menu,!then!click!“Organisation!unit!search”.!

To!search!for!a!facility,!start!by!selecting!the!scope!or!your!search!in!the!hierarchy!on!the!left!hand!side!
of!the!screen.!Then,!you!can!search!by!name,!ownership!and!type!–!either!one!and!one!or!a!combination!
of!them.!When!you!click!the!search!button,!the!matching!organization!units!will!be!listed.!This!list!can!
also!be!downloaded!as!an!Excel,!PDF!or!CSV!file.!

User&management&
In!the!same!way!as!organization!units!can!be!added!and!edited!to!the!system!by!the!administrator,!it!is!
possible!to!add!and!edit!users.!Each!user!in!the!system!is!assigned!to!an!organization!unit,!and!can!only!
see!organization!units!at!that!unit!and!below!it.!For!example,!a!user!assigned!to!a!district!can!only!use!
data!for!his/her!district,!subOdistricts!and!facilities!in!reports!and!if!doing!data!entry.!Also,!every!user!has!
specific! user! roles! defining! what! the! user! can! see.! The! most! used! types! of! user! roles! are! listed! below!
(this!is!subject!to!change):!

User&role& Authorities&

District! Add! and! edit! users,! add! and! edit! orgnisation! units,! run! reports.! District!
administrator! administrators!can!also!enter!and!validate!data.!

! 33!
Regional! Add! and! edit! users,! add! and! edit! organisation! units,! run! reports.! Regional!
administrator! administrators!can!not!add/edit!data,!but!can!validate!data.!

Data!entry!user! Run!reports,!enter!and!validate!data.!

User! Run!reports.!

To!get!to!user!administration,!click!“Maintenance”!then!“Users”.!!

The!page!for!user!management!will!appear.!Our!focus!is!the!menu!called!“User”.!Click!on!the!big!icon!or!
in!the!left!hand!side!menu.!

! 34!
!

You!will!be!taken!to!a!screen!where!all!the!users!you!have!access!to!edit!are!listed.!To!edit!a!user,!click!
on!the!edit!icon,!to!delete!click!on!the!Trash!can.!Finally,!you!can!quickly!see!information!for!the!user!by!
clicking!the!i!icon.!

add new

edit delete info


!

! 35!
Adding%a%user%
To!add!a!new!user,!click!the!“Add!new”!button.!!You!will!be!taken!to!the!screen!shown!below,!with!three!
areas!you!have!to!fill!out!–!details,!user!role!and!organization!unit.!!

details

user role

organisation
unit

In!the!details!field,!simply!fill!out!the!details.!Fields!marked!with!a!*!are!required.!Password!must!be!at!
least!8!characters,!and!should!include!a!capital!letter!and!a!number.!!

In! the! user! role! section,! you! choose! what! type! of! user! authorities! you! want! to! give! the! user.! Simply!
double!click!on!the!user!role!to!move!it!to!the!“Selected!roles”!column!(or!use!the!>!<!buttons).!

Finally,!you!select!the!organization!unit!the!users!should!be!assigned!to!–!this!can!be!the!region!(except!
for! data! entry! users),! district,! subOdistrict! or! facility.! The! user! will! only! have! access! to! data! in! the!
organization!unit!it!is!assigned!to!and!those!below!it.!!

Finally,!click!the!“Add”!button.!

Editing%a%user%
To!edit!a!user,!click!on!the!edit!button!in!the!list!of!users.!You!will!be!taken!to!a!screen!similar!to!that!
used!when!adding!new!users.!

! 36!
Mydatamart/Excel pivot table guide
This guide will take you step by step though the process of creating a local database with
your DHIMS 2 data, and using this data to create an up-to-date excel file.

1! Download the required files


1.1 ! We start by downloading the «course files» package from the local CHIM server. Go
to the URL «http://192.168.1.150:8080/downloads». (If you work using a modem, let the
facilitators know and we will provide the files on a USB stick). Download the «course
files» .zip file.

Page 1
1.2! Extract the content of the .zip file, for example to a folder in «My documents» on
your computer. To do this, simply double-click on sqliteodbc.exe

1.3! Choose to «Extract all»

1.4! Find a location to store your extracted files, for example in My Documents.

Page 2
The next step of the process is to install the «odbc-driver», which allows excel to fetch
data from the database we will create on your computer.

2! Installing ODBC
2.1! The next step is installing the odbc-driver we just downloaded as part of the course
files package. Simply double-click the sqliteodbc.exe file and accept all the default values
in the installer. Please ask the facilitators if you have any problems!

Page 3
3! Set up mydatamart.exe
3.1! Next, we will make a database on your computer. Find the mydatamart.exe file you
downloaded earlier, and double-click to open it. Click the blue + button to create a new
datamart (database).

3.2! Find a location to save your datamart file, for example in the course file folder.

Page 4
3.3! Next, we have to log onto the DHIMS 2 using Mydatamart. This address will change
as DHIMS 2 is put in production, but for now it is http://192.168.1.150:8080/dhis if you are
logged onto the «chim server» (http://178.79.143.102:8888 for those using modems). The
username is the same as you normal DHIMS 2 username. For the training, everybody can
use western and Ghana2011 as username and password.

Page 5
3.4! Next, we have to download the «metadata» from the online database into
Mydatamart. This is not the actual data, only information on what facilities, data elements,
indicators etc that exists in the system. Click the yellow icon and choose yes. This process
can take several minutes.

Page 6
3.5! When the metadata has been processed, the bottom of the screen will show an
organisation unit tree on the left hand side and a list of organisation unit types on the right.
Your choice here will depend on 1) what region/district/sub-district you are interested in
and 2) what level you want to analyse. The level you choose here is also related to what
excel file you want to feed data into. In this case, we will use an excel file for monthly sub-
district data, so we choose «Western» as our organisation unit and sub-district as level of
analysis.

3.6! We are now ready to download the actual data values for the Western Region
subdistricts. Click on the «Truck» icon in Mydatamart to go to the downloads page.

Page 7
3.7! Since our pivot table is specified for monthly data, we check the boxes to download
monthly data element values and monthly indicator values. On this screen we also choose
what period we want to get data for. When you have made your choices, click the
«Download subdistrict data for Greater Accra» button.

Page 8
3.8! We have now created out local database, and are ready to connect it to our Excel
document. Click the Excel icon in Mydatamart and select the excel document (in our case
«Sub-district data monthly.xlxs»).

Page 9
4! Updating the data in Excel
4.1! The Excel document will open automatically. Excel will display a menu line that asks
if you want to «Enable content» - select yes.

4.2! Next, click the «Data» tab in excel, then click the «Refresh all» button. This will
make Excel pull all the new data from Mydatamart, and you have an up-to-date excel
document with all the data you have downloaded.

Page 10
Updating the excel pivot
As new data is entered into DHIMS 2, you can update your Excel document with the latest
values using Mydatamart.exe. Start by making sure that the excel document you want to
update is closed. Then open Mydatamart.exe and click the Open-icon to open your
existing datamart file.

You can then follow the above instructions from point 3.6.

Note that from time to time, the metadata in the system will change. You should therefore
sometimes use the «update metadata» function in mydatamart (as explained in section
3.4) before you download new data values.

Page 11
Online&training&server&
URL!for!online!training!server:!! http://178.79.143.102:8888!

Username!for!training!server:!! <name!of!region>!

Password!for!training!server:! Ghana2011!

Contact%persons%at%CHIM%
Name! Email! Telephone!

Denis!Adaletey! dadaletey@yahoo.com! 0242334463!

Anthony!Danso! anthonydanso47@yahoo.com! 0245249894!

Christian!Leslie!SmartOAbbey! crissabbey@yahoo.com! 0247929276!

Kwame!Adu!Geegee! adugeegee@gmail.com! 0244928764!

Freddie!Amponsah! amfreelulu@yahoo.com! 0244539958!

Leslie!Tetteh! lengileslie@gmail.com! 0543577063!

!
!

&&
!

! 37!