For the complete DHIS2 documentation index, see llms.txt.

AEFI Data Entry Exercises¶

DHIS2 Immunization Toolkit

Adverse Events Following Immunization (AEFI)

Preparation Notes¶

You will need to review these exercises and modify them based on your specific workflow. Areas that may be skipped or modified are noted but this is also meant to be at your discretion to modify, remove or add to freely. Each exercise refers to an accompanying quick guide that has more detailed instructions on a specific task outlined within an exercise and is meant for the learner to take as a job aid after the training is complete.

You will need to prepare use cases to be entered into DHIS2 within these exercises. If you have real, previously filled AEFI forms that are routinely used this will be the most ideal solution. If you do not, fill in some forms that can be used during the training. You can refer to the AEFI reporting forms and storylines included for reference in order to assist you in formulating data to be created for these forms.

The 3 types of user accounts you used for the demo will also need to be available for others to use. These user types can be modified based on your specific workflow; however, the user groups should be present and configured to correctly receive the program notifications within the program. This is discussed in more detail within the accompanying Trainer’s guide and the AEFI system design doc.

Each of the exercises refers to an accompanying quick guide as a reminder for the process being demonstrated. You will need to update the quick guides to reflect your configuration before sharing them for use as job aids during training and within the context of your own implementation.

If you are planning to enter data in real time, please refer to the AEFI storyline’s in helping you to create use-cases for data entry.

Exercise 1 - Register a new case¶

In the first exercise, you will register a new AEFI into DHIS2 using tracker capture. In order to complete the exercise, you will need to refer to your filled in AEFI reporting form (note to trainer: replace this with an interview, case-study or other system if data entry is occurring in real time).

Follow these steps to register a new case:

Login as the facility user (note to trainer: ensure that this user type is pre-configured for the participant and replace the user type as required [ie. if the user is called something other than a facility user rename this user type]; a template account or their actual account can be used)
Go to Apps - > Tracker Capture
Select the facility in which you are working with
Select the program Adverse Events Following Immunization (AEFI) (note to trainer: replace this program name if you have named it something else)
Select the “Register” button
Enter the details of your case taken from the AEFI reporting from
If using an ID generated by the system, write it down on the AEFI reporting form
Click on “Save and continue” to enter the case’s dashboard
Review

Refer to the first quick guide “AEFI Quick Guide – Register a new case” for a reminder on how to register a new AEFI in DHIS2.

Exercise 2 - Fill in AEFI details¶

In exercise 2, you will fill in the details associated with the first stage of the program - also known as “AEFI” within the case reporting form. In order to complete the exercise, you will need to refer to all the details up to the “First decision making level to complete” section of your filled in case reporting form (note to trainer: replace this with an interview or other system if data entry is occurring in real time).

Follow these steps when entering data into stage 1:

Within the case’s tracker dashboard, review the data entry page. The “report compilation date” will be automatically populated.
You will notice a number of fields can be hidden or shown In our system, responses to the following fields will either keep fields hidden or enable them for data entry:
If the case is not female and greater than 10 years of age, you will not be able to enter data for “Is the patient pregnant” and “Is the patient lactating”
If there is no severe local reaction, you will not be able to enter data for “> 3 days” and “Beyond nearest joint”
Enter the details of your case as taken from the initial part of the AEFI case reporting form. STOP when you reach the “First Decision making level to complete” section of the case reporting form.
When you have completed entering details for the case, select the “Complete” button at the bottom of the data entry form. It will ask you to confirm if you want to complete the selected event; select “Complete” once again.

Refer to the first quick guide “AEFI Quick Guide – Data Entry – AEFI ” for a reminder on how to register a new AEFI in DHIS2.

Exercise 3 - Review notification(s) and find your case¶

In exercise 3, you will be reviewing the notification(s) that was sent for the case you have been working on and find the case that you need to update.

In order to start this exercise, log in as the first decision making level (district / province) user

To access the first notification(s)

Note

If you are sending notifications via e-mail or SMS as the preferred method; ensure the exercise allows them to review the notification based on the method they will be using in practice. Modify the notification subject in the exercise if it is changed in your configuration

Login as the first decision making level user (note to trainer: ensure that this user type is pre-configured for the participant and replace the user type as required [ie. if the user is called something other then the first decision making level user rename this user type]; a template account or their actual account can be used)
From the dashboards app, select the messaging app icon
On the left side menu select the “System” tab
You should see the first notification “AEFI stage completed”
You can take note of the ID of the case if needed here. You may want to copy it to use it later

Refer to the first quick guides “AEFI Quick Guide – Reviewing notifications” for a reminder on how to review notifications in DHIS2.

To find your case:

IF using the front page list

Navigate to the health facility you are working in
Apply the filter for “Active” cases
Select the case you need to work on from the list that is shown based on the case you are making a decision for (ie. match the ID/demographic information of the case in the list with the case’s AEFI profile information). If you can not identify the case this way, you will need to search for it. Please see the instructions on using the search feature.

Refer to the first quick guides “AEFI Quick Guide – Using the front page list filters” for a reminder on how to use this list to find a case in DHIS2.

IF using search

Navigate to the health facility you are working in
Select the “Search” button
From the screen that appears, enter information to search for the case. If you are able to use the unique ID, this will find your case immediately and take you directly to the case’s dashboard when you select the search button.
If you are searching for the case using details other than a unique ID, enter these details and click on the search button.
Select the case you need to work on from the pop-up based on the lab results that you are entering (ie. match the ID/demographic information of the case in the list with the case’s AEFI profile information).

Refer to the first quick guides “AEFI Quick Guide – Searching for a case” for a reminder on how to search for a case in DHIS2.

Exercise 4 - Fill in the first decision making level and review the notification

In exercise 4, you will be entering the details for the first decision making level and reviewing the notification that is sent based on whether an investigation is needed or not. In order to complete the exercise, you will need to refer to the section labelled “First decision making level to complete” within your filled in AEFI reporting form (note to trainer: replace this with an interview or other system if data entry is occurring in real time).

Follow these steps to enter information for the first decision making level:

Ensure you are still logged in as the first decision making level user after finding your case (note to trainer: ensure that this user type is pre-configured for the participant and replace the user type as required [ie. if the user is called something other then the first decision making level user rename this user type]; a template account or their actual account can be used)
In the person’s tracker dashboard, navigate to the stage labelled “First decision making level” within the data entry widget.
Click on the “+” icon in order to select a report date and view the data entry page for the first decision making level
After selecting a date, the other fields for entering information about this decision should appear
Fill in the first decision making level details in DHIS2 by referring to the AEFI reporting form
You will only be able to select an investigation date if an investigation is needed
When you have completed entering details for the case at the first decision making level, select the “Complete” button at the bottom of the data entry form. It will ask you to confirm if you want to complete the selected event; select “Complete” once again.
A notification will be sent to the district level user group based on whether an investigation is needed or not

Refer to the “AEFI Quick Guide – Data Entry – First decision making level” for a reminder on how to enter this data in DHIS2.

To access the second notification(s)

Note

If you are sending notifications via e-mail or SMS as the preferred method; ensure the exercise allows them to review the notification based on the method they will be using in practice. Modify the notification subject in the exercise if it is changed in your configuration

Ensure you are logged in as a national level user (note to trainer: ensure that this user type is pre-configured for the participant and replace the user type as required [ie. if the user is called something other than the national level user rename this user type]; a template account or their actual account can be used)
From the dashboards app, select the messaging app icon
On the left side menu select the “System” tab
You should see the second notification (“AEFI first decision making level review completed”)
In case an investigation is needed, login as a facility level user and you should see the notification “AEFI investigation needed”.

Refer to the first quick guides “AEFI Quick Guide – Reviewing notifications” for a reminder on how to review notifications in DHIS2.

Exercise 5 - Find your case, fill in the national level and review the final notification¶

In order to start this exercise, log in as the national level user

In exercise 6, you will be finding the case you need to update and enter information regarding their health outcome. In order to complete the exercise, you will need to refer to the section “National level to complete” of your filled in AEFI Reporting Form. (Note to trainer : skip the working list if you are using search/front page list only to find cases; modify the exercise so you are using only the options that the participant will also be using).

To find your case:

IF using the front page list

Navigate to the health facility you are working in
Apply the filter for “Active” cases
Select the case you need to work on from the list that is shown based on the case you are making a decision for (ie. match the ID/demographic information of the case in the list with the case’s AEFI profile information). If you can not identify the case this way, you will need to search for it. Please see the instructions on using the search feature.

Refer to the “AEFI Quick Guide – Using the front page list filters” for a reminder on how to use this list to find a case in DHIS2.

IF using search

Navigate to the health facility you are working in
Select the “Search” button
From the screen that appears, enter information to search for the case. If you are able to use the unique ID, this will find your case immediately and take you directly to the case’s dashboard when you select the search button.
If you are searching for the case using details other than a unique ID, enter these details and click on the search button.
Select the case you need to work on from the pop-up based on the lab results that you are entering (ie. match the ID/demographic information of the case in the list with the case’s AEFI profile information).

Refer to the “AEFI Quick Guide – Searching for a case” for a reminder on how to search for a case in DHIS2.

Follow these steps to enter information for the national level:

Ensure you are still logged in as the national level user after finding your case (note to trainer: ensure that this user type is pre-configured for the participant and replace the user type as required [ie. if the user is called something other then the first decision making level user rename this user type]; a template account or their actual account can be used)
In the person’s tracker dashboard, navigate to the stage labelled “national level” within the data entry widget.
Click on the “+” icon in order to select a report date and view the data entry page for national level
After selecting a date, the other fields for entering information about the national level sould appear
Fill in the national level details in DHIS2 by referring to the AEFI reporting form
You will only be able to select a final causality sub-classification if the final causality assessment has been classified
You will only be able to specify additional information if the final causality assessment is unclassifiable
When you have completed entering details for the case at the national level, select the “Complete” button at the bottom of the data entry form. It will ask you to confirm if you want to complete the selected event; select “Complete” once again.
A notification will be sent to the nationall user group on completion of the national review.

Refer to the “AEFI Quick Guide – Data Entry – National level” for a reminder on how to enter this data in DHIS2.

Exercise 6 - Complete the enrollment¶

Follow these instructions to complete the enrollment:

Ensure you are still logged in as the national level user after finding your case (note to trainer: ensure that this user type is pre-configured for the participant and replace the user type as required [ie. if the user is called something other then the first decision making level user rename this user type]; a template account or their actual account can be used)
Now that all of the information for this case has been entered, you can complete the entire case’s interaction with this program. In order to complete the case, navigate to the top of the case’s tracker dashboard.
In the enrollment box, there will be another “Complete” button. This will complete the case’s entire interaction with this program and should only be completed when their national level data has been finalized and entered.
Select this “Complete” button. DHIS2 will ask you “Are you sure you want to complete the selected enrollment?” When you are certain, select “Yes”
To verify the enrollment is completed, you can navigate back to the front page list by selecting the “Back” button from the case’s dashboard in the top left corner.
Select the “Only those with completed enrollment” filter button.
The case you have completed should now be at the top of the list.

Refer to the “AEFI Quick Guide – Completing the enrollment” for a reminder on how to search for a case in DHIS2.

Exercise 7 - Review of all concepts¶

In exercise 7, you will be completing data entry from start to finish for all components of a case. You will be using filled in copies of the AEFI Reporting Form in order to complete this exercise. (Note to trainer: modify this exercise to fit your specific workflow that you are presenting).

To complete this exercise:

Login as a facility level user
Register a new case based on the details provided in the AEFI Reporting form
Enter details in AEFI data entry form
Complete the event and view notifications
Login as first decision making user
Complete the second stage and review notifications
Login as national level user
Complete the national level reporting stage and view the notification.
Complete the enrollment

Please refer to each of the individual exercises and quick guides for a refresher on how to complete each of the steps presented here.