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

COVAC - Android Data Entry Exercises¶

DHIS2 Android App

DHIS2 Immunization Toolkit

COVID-19 Vaccination Registry

Preparation Notes for Trainer¶

(to be removed when exercises are shared with participant)

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.

You will need to prepare use cases to be entered into DHIS2 within these exercises. If you have real, previously filled vaccination 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. Use the same form that the implementation is using which matches your DHIS2 configuration.

Each exercise refers to an accompanying section within the user manual 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 update the user manual to reflect your configuration before sharing it for use as a job aid during training and within the context of your own implementation.

If you are planning to enter data in real time, please create use-cases for data entry following this process as needed.

Exercise 1 - Access the Program and Register a New Case¶

In the first exercise, you will register a new person receiving their 1^st dose into DHIS2 using tracker capture. In order to complete the exercise, you will need to refer to Section 1 of your filled in vaccination reporting form.

Follow these steps to register a new case:

Login as your user
Access the COVAC program (“COVAC – COVID-19 Vaccination Registry) [note to trainer : update this to your program name]
Enter the details of your case taken from the vaccination reporting from
Search for your case
If no results are returned, proceed to register the case
Select the organisation unit you want to register the case in, followed by the date in which you are registering them
Enter any remaining details for registration that you left out when searching for the case initially
If you are using a generated ID, write down the ID that is generated by DHIS2 on your paper form
Select the Save icon in order to save the person to your mobile device

Refer to sections “Accessing the program” and “Adding a new person” within the user guide for a reminder on how to register a new person in DHIS2.

Exercise 2 - Fill in 1^st Dose Details¶

In exercise 2, you will fill in the details associated with the first vaccination within the program, with the details taken from your reporting form.

Follow these steps when entering data into stage 1:

Within the case’s tracker dashboard, select the “+” icon by the vaccination stage and add a new event
Select the date in which the 1^st dose was given
You will notice a number of fields can be hidden or shown. Responses to the following fields will either keep fields hidden or enable them for data entry:
If the case is not female or female and less then 50 years of age, you will not be able to enter data related to pregnancy
If the case is female and less then 50 years of age, you will need to answer the questions on pregnancy before being able to enter other data. If the female person is pregnant, you can not enter other data.
You can only enter underlying conditions if you indicate they have an underlying condition
The fields for vaccine given, vaccine manufacturer and suggested date for next dose are automatically filled in
Enter the details of your case as taken from your reporting form
When you have completed entering details for the case, select the “Save” button at the bottom of the data entry form. If all of the details have been entered select “Finish and complete”
Once you complete the data entry for the 1^st dose, you can schedule the 2^nd dose. There will be an automatic date that is calculated as 10 weeks from the date the 1^st dose was given.

Note

Note to Trainer

Change this time based on your local SOP]. You can change this if you need to or use the default period of 10 weeks. Click on save when the date has been set appropriately.

Verify that the 1^st and 2^nd dose have been completed and scheduled respectively from the person’s dashboard

Refer to sections “Vaccinations – 1^st Dose,” “Verifying the status of events within a program” and “Scheduling the 2^nd dose” within the user guide for a reminder on how to complete these processes.

Exercise 3 - Sync Your Data and Find Your Case¶

In exercise 3, you will manually sync your data and find the case that you need to update.

To sync your data:

From the android app home page, select the sync icon beside your program name
Wait for confirmation that your data has been synced

Refer to the section “Manually Synchronizing Data” within the user guide for a reminder how how to sync your data.

To find your case:

Select the COVAC program
From the screen that appears, enter information to search for the case. If you are able to use the unique ID, this will filter out the case accurately and immediately
Select the “Search” button to conduct the search
Select the person you need to work on from the results that have been returned to be taken to their dashboard

Refer to the section “Searching for a case” within the user guide for a reminder on how to search for a person within the android app.

Exercise 4 - Fill in 2^nd Dose Details¶

In exercise 4, you will fill in the details associated with the second vaccination within the program, with the details taken from your reporting form.

Follow these steps when entering data into stage 2:

Within the case’s tracker dashboard, select the “+” icon by the vaccination stage and select the already scheduled 2^nd dose
Select the date in which the 2^nd dose was given
You will notice a number of fields can be hidden or shown. Responses to the following fields will either keep fields hidden or enable them for data entry:
If the case is not female or female and less then 50 years of age, you will not be able to enter data related to pregnancy
If the case is female and less then 50 years of age, you will need to answer the questions on pregnancy before being able to enter other data. If the female person is pregnant, you can not enter other data.
You can only enter underlying conditions if you indicate they have an underlying condition
The fields for vaccine given, vaccine manufacturer and suggested date for next dose are automatically filled in
Enter the details of your case as taken from your reporting form
You will receive a notification that the person has received their last dose [note to trainer: this is in cases where the vaccine is a 2 dose variant]
When you have completed entering details for the case, select the “Save” button at the bottom of the data entry form. If all of the details have been entered select “Finish and complete”

Refer to the sections “Vaccinations – 2^nd Dose” within the user guide for a reminder on how to complete this process.

Exercise 5 - Complete the Enrollment¶

Follow these instructions to complete the enrollment:

Ensure you are still logged in and viewing your case
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 this interaction, navigate to the top of the case’s tracker dashboard.
Select the menu icon, followed by the “Complete” button to complete the enrollment
To verify the enrollment is completed, you can navigate back to the search pagee and apply a filter for “Complete” under the “Enrollment status” filter group

Refer to the section “Completing the Enrollment” within the user guide for a reminder on how to complete this process.

Exercise 6 - Review of All Concepts¶

In exercise 6, 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 COVAC Reporting Form in order to complete this exercise. [note to trainer: replace this with case studies if performing real-time entry]

To complete this exercise:

Login as your user
Register a new person based on the details provided in the COVAC Reporting form
Enter details for the 1^st dose
Complete the 1^st dose by selecting the complete button
Schedule the 2^nd dose
Verify the status of the 1^st and 2^nd dose within the person’s dashboard
Optional Sync your data
Exit the person’s dashboard and search for it using the person’s ID
After finding your person, enter the details of the 2^nd dose
Complete the 2^nd dose by selecting the complete button
Complete the enrollment
Verify it is complete by checking your “completed clients” list

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

Exercise 7 - Scheduled Doses¶

Note

NOTE TO TRAINER SPECIFY THE ORG UNIT/DATES TO USE WHICH HAS PEOPLE SCHEDULED FOR THEIR SECOND DOSE (IN WHICH THE DATE HAS NOT YET PASSED)

In exercise 7, you will find people that are scheduled to receive their second dose.

To do this:

Access your program’s search/registration page
Select the filter button
Select the “event status” filter group and “schedule” as the filter type
Select the “event date” filter group followed by the dates you want to view scheduled doses for
You can then review this list directly on your device

Refer to the section “Using Filters” within the user guide for a reminder on how to complete this process.

Exercise 8 - Overdue Doses¶

Note

NOTE TO TRAINER SPECIFY THE ORG UNIT TO USE WHICH HAS PEOPLE THAT WERE SCHEDULED FOR THEIR SECOND DOSE (IN WHICH THE DATE HAS NOW PASSED)

In exercise 8, you will find people that are overdue for the second dose