In this section, we describe the Organizational Hierarchy Alignment or Facility Reconciliation process. Both terms are used interchangeably in this context. To meet the PEPFAR data reporting requirement of 2017 to report data from non-PEPFAR supported sites, we need to make sure that all the new facilities that data will be reported for are included in the DATIM organizational hierarchy for the OU.
In order to report a data element from a specific facility, we have to make sure that the facility is included in the DATIM organizational hierarchy for that Operating Unit (OU). The attached documents provide detailed information and instructions on the process.
- The first document - Org Hierarchy Alignment with MoH Facility List - provides detailed technical discussion of the process. The 'why' and 'how' aspects.
- The PEPFAR MoH Data Alignment RACI Chart provides information on roles and responsibilities. It also provides information on the different players in the whole collaborative process.
- The MoH Facility File Requirements, describes the required information about facilities from the MoH.
- The Requirements for Facility Mapping Results is the aligned list of facilities that is finally incorporated into DATIM Global. There are two inputs for this process. The first one is the existing Org. Hierarchy list from DATIM which is automatically brought into the process through the Alignment Tool.
The PEPFAR/MoH Facility reconciliation is a required activity to ensure that all MoH facilities not supported by PEPFAR in the country are captured in DATIM. No facility in DATIM, no data for it in DATIM.
Data in DATIM is defined by dimensions. The three essential data identification elements in DATIM are the ‘What’, ‘When’, and ‘Where’ dimensions.
The ‘What’ is the MER Indicator (called a data element)... We capture different values for each data element by adding at least the other two dimensions of ‘When’ and ‘Where’. An example could be number of patients tested for HIV/AIDS.
The ‘When’ is the time segment or period for which the values of a specific data element are reported. For example, the data may be reported for year 2016 or the first quarter of 2017.
The ‘Where’ is the location where the data value for a specific data element is being reported for a specific period. For example, it could be reported from a hospital or a community testing center or a mobile testing facility in a specific OU.
The objective of these guidelines is to give the general description of how DATIM represents country health service delivery structures in a generic way. This knowledge will enable you to ensure that all facilities in the country are captured in DATIM. Therefore, in order to report a data element from a specific facility, we have to make sure that the facility is included in the DATIM organizational hierarchy for that Operating Unit (OU).
- The entry for each facility in DATIM shows the child-parent relationship.
- The organizational hierarchy is a conceptual abstraction of the child-parent relationship as a tree structure.
- At the root of the tree will be your OU.
- Underneath it, there could be several levels of sub-structures that reflect the Structure of service delivery in your country.
The picture below demonstrates the tree structure of Organizational Hierarchy. In DATIM, the root is Global. You can think of Global as the parent of all children in this case, continents. Africa is the parent of all countries in the continent. When we get to the country level, what is called OU in the DATIM nomenclature, it has its own sub-tree. In the example below, Malawi has Region, Zone, District, and then Facility. The Facility is what is called leaf in the tree data structure abstraction.
Updating the DATIM Organizational Hierarchy
For this specific task, getting data from non-PEPFAR supported sites, we need to make sure that all the new facilities that data will be reported for are included in the DATIM organizational hierarchy for the OU.
There are two ways of achieving this:
- If your MoH has a Master Facility List, contact the authoritative agency and get a list of all facilitates.
- The other is requesting the list from MoH. In as much as possible we encourage all to get as much attributes as possible for the facilities. At minimum, we require you obtain facility information with its parent hierarchy and other attributes.
By parent hierarchy, we mean the levels of structures above the facility. Let us say your OU has four levels: Region, Zone, District, and Facility. We would expect at a minimum the following:
<Region, Zone, District, Facility>.
It is however strongly recommended you try your best to obtain additional information like coordinates, facility id, contact person, type of ownership, etc. Ideally, we would receive something like the following:
<Regions, Zone, District, Facility, Facility_ID, coordinate, type of ownership, POC>
As indicted above, the first thing you should do is find out if there is a national master Facility List. A Master Facility List (MFL), sometimes called a Health Facility Registry, is a complete listing of the health facilities in a particular country. It includes the data needed to identify each facility such as facility name, unique facility identifier, location, and contact information, as well as administrative data to help categorize facilities, such as facility type, ownership and operational status. The MFL may also include information about the service capacity of the facility, for example, type of services offered and number of beds. The MFL is an authoritative list that is validated, continuously updated, and accessible. It is the primary source from which other facility lists are drawn. Ideally, the MFL is stored in a facility registry service, or software program, that makes the list accessible to stakeholders such as ministries, donors or implementing organizations that need information about facilities. If there is such an MFL, you need to get a copy of the list from the agency that manages the registry.
If there is no MFL managed by an MFL authority, you need to get a list of all facilities from the MoH. We expect the list that you will receive from the MoH to be a super-set of the facility list that you have in the DATIM Organization Hierarchy for your OU. The objective of this exercise is to make sure all facilities in the country are captured in DATIM. Unless a facility is known in DATIM with its proper attributes and credentials, DATIM will not be able to receive data from it. It is essential that you use the tool provided by SGAC to make sure no facility is missed. Besides the tool, you will also have to cross check the list with MoH. It is possible that minor typographical errors could result in duplication of facilities.
Once you obtain the MoH list, you will use the Alignment Tool to get a list of facilities for your OU in DATIM. The Tool will assist you processing the two input files and produce an aligned list.
The documents described above are included here for your team's use.