PEPFAR Data Exchange Implementer Community – SIMS 2.0 Data Exchange Exercise(s)(Version 6.3)
This information has been prepared solely for the use and benefit of the U.S. Department of State’s Office of the U.S. Global AIDS Coordinator and is not intended for reliance by any other person.
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Revision History
Revision / Description of Change / Effective Date1 / Original Draft / March 10, 2016
2 / Updated Results / March 28, 2016
3 / Incorporated the FAQs documented from the PEPFAR OpenHIE Data Exchange Implementer Community / April 5, 2016
4 / Incorporated the following:
- Exercise Activities
- Full Dataset Import - Exercise Guidelines
- Minimum Dataset Import - Exercise Guidelines / April 5, 2016
5 / Updated the Dataset Import - Exercise Guidelines section to include instructions on sharing test results summary (steps 5 and 6)
Updated guidance on period data element
Updated the Revisions Log
Updated Sample CSV content to include table and text format / April 6, 2016
6 / Removed the Minimum Dataset Import - Exercise Guidelines given the change in scope of this exercise
Updated the Exercise Activities table
Updated the Revisions Log
Added the following section: Initial Full Dataset Import - Facility Module Test Summary #2
Added a Revisions Log for the Above Site Module / April 12, 2016
7 / Updated Example CSV table to include "HllvX50cXC0" as default for categoryoptioncombo
Updated CSV Format section to include "HllvX50cXC0" as default for categoryoptioncombo / April 13, 2016
8 / Added Second Full Dataset Import Exercise – Facility Module Test Summary 2.2 section / April 14, 2016
9 / Updated the FAQ – Code List Section / April 15, 2016
10 / Added a Lessons Learned section / April 19, 2016
11 / Updated the Data Element Naming Convention and Data Types to include _DEN / April 20, 2016
12 / Updated Follow-Up Actions for Facility Module Test Summary 2.2 (performed by HRSA)
Updated FAQs section / April 26, 2016
13 / Updated FAQs section / April 27, 2016
14 / Incorporated USAID’s test results / April 29, 2016
15 / Updated screenshot on page 32 to show SIMS facility, Above Site and Community Metadata links on Zendesk / May 3, 2015
16 / Added the data dictionary resources section on page 28 / May 3, 2015
17 / Updated Screenshots on page 28 / May 4, 2016
18 / Updated links on page 28 / May 4, 2016
19 / Incorporated information pertaining the 3rd data exchange exercise / July 19, 2016
20 / Added a revisions log for above site and community modules / August 1, 2016
21 / Updated the Revisions Log / August 5/2016
22 / Updated the Data Element Naming Convention and Data Types Table / August 26, /2016
Contents
Revision History
Background
Purpose
SIMS Data Exchange Exercise Activities
Overview and Timeline
Inter-Agency Engagement
SIMS Data Exchange Exercise Guidelines
CSV File Format
Data Element Naming Convention and Data Types:
Example CSV files:
Test Results
First Full Dataset Import Exercise – Facility Module Test Summary 1.1
Second Full Dataset Import Exercise – Facility Module Test Summary 2.1
Second Full Dataset Import Exercise – Facility Module Test Summary 2.2
Second Full Dataset Import Exercise – Facility Module Test Summary 2.3
Third Dataset Import Exercise – Facility Module Test Summary 1.1
Facility Data Elements Revisions
Facility – Revisions Log
Above Site Data Elements Revisions
Above Site – Revisions Log
Community Data Elements Revisions
Community – Revisions Log
Lessons Learned
HRSA – Lessons Learned
HRSA – Suggestions
Data Exchange Team – Lessons Learned
Data Exchange Frequently Asked Questions (FAQs)
PEPFAR OpenHIE Data Exchange Implementer Community
Data Dictionary Resources
Code Lists
Dev-DE Environment
Data Import
General
Background
Agency SIMS 2.0 applications will be deployed by individual USG Agencies ((DoD, CDC, HRSA, PC, and USAID) to ensure design simplicity that meet agency HQ and field mission requirements.
Agencies are required to report/exchange SIMS data to OGAC using csv files (a machine-to-machine automated processes is the long-term goal).Data will be exchanged at the Agency HQ level on a quarterly basis following the DATIM data exchange guidance.
Purpose
The purpose of this data exchange exercise is to:
1. Serve for knowledge sharing between stakeholders involved in data import into DATIM, and to familiarize them with the process and tools.
2. Give stakeholders the opportunity to identify and resolve issues in the data exchange process and/or tools (e.g. code lists, dev-de environment, etc.) prior to production release.
SIMS Data Exchange Exercise Activities
Overview and Timeline
Exercise Description / Timeframe / ReferenceInitial Full Dataset Import Exercise (Facility Module)
Full dataset imported by agencies into DATIM to record assessments in PEPFAR’s system of record / March 7 – 14th – Complete
March 7th - 8th - OGAC internal planning
March 8th - Agency confirmation of participation due by COB(received confirmation from HRSA)
March 9th - 11th - The help desk team will work with the participating agencies through the process of exchanging SIMS data (facility module only) in the dev-de environment
March 12th - Dev-de environment refresh
March 14th - Discussion of test results / Initial Full Dataset Import - Facility Module Test Summary #1.1
Second Full Dataset Import Exercise
Full dataset imported by agencies into DATIM to record assessments in PEPFAR’s system of record / April 6 – 30th – Complete
April 6th – Data Exchange Implementer Community call
April 7th – 8th – Agency review of guidance materials
April 11th – Agency confirmation of participation due by COB with dates within the data import exercise window
April 12th – 29th - data import exercise window
• The help desk team will work with the participating agencies through the process of exchanging SIMS data in the dev-de environment
• Communication of test results
April 30th – Dev-de environment refresh / Second Full Dataset Import - Facility Module Test Summary #2.1
ThirdDataset Import Exercise (All Modules)
Full dataset imported by agencies into DATIM to record assessments in PEPFAR’s system of record / July 20 – August 3rd - Complete
July 19th – Agency confirmation of participation due by COB with dates within the data import exercise window
July 20th – Data Exchange Implementer Community call
July 20th – 29th - Data import exercise window
• The help desk team will work with the participating agencies through the process of exchanging SIMS data (all modules) in the dev-de environment
• Communication of test results will be continuous and a lessons learned session will be held on August 3rd
July 23rd – Dev-de environment refreshtakes place every Saturday / TBD
Inter-Agency Engagement
Exercise / AgencyInitial Dataset Import Exercise (Facility Module) / HRSA
SecondDataset Import Exercise (All Modules) / HRSA, USAID
Third Dataset Import Exercise (All Modules) / CDC, DOD
SIMS Data Exchange Exercise Guidelines
- Create and maintain a mapping file i.e. of SIMS codes to DATIM data element codes
- Perform business validation checks - DATIM only perform system validations related to file format, data formats and types.
- Perform system validation checks out lined below:
Data import into dev-de.datim.org is expected to be done using CSV files.
CSV File Format
Only the following columns are required in the csv file (order is important)*:
Dataelement / period / orgunit / Categoryoptioncombo / AttributeOptionCombo / value*Optional columns that follow are: stored by, last updated, comment, and follow up.
- CSV file may or may not include the header. As DATIM does not make assumption that there is a header, it verifies the first line of the document. If it the first line is a header, an error will be included saying that “dataelement” (name of the first column header) is not a valid data element, and can be ignored. Alternatively, header line can be omitted from the CSV file.
- Orgunit values should be reported as UIDs (see below). Data element and funding mechanism can be reported as either code or UID;
- Data element can be reported as either code or UID (refer to code lists for details found at
- Period should be reported using yyyyMMdd format using calendar year: e.g. 20160101 for January 01, 2016, 20160102 for January 02, 2016, etc.;
- Org unit should be reported using UID (refer to code lists for details);
- Category option comboshould include default to "HllvX50cXC0"
- Attribute option combo – funding mechanism code or UID should be reported (refer to code lists for details). If codes are used for funding mechanism, in the more options section of the data import interface, select “Code” for “ID scheme (all objects)” and “UID” for “Org unit ID scheme”;
- Value: type of the value is determined by the data element; use the naming convention outlined below for determining types of data that are accepted.
Use DHIS2 user manual ( for more details about importing data.
Data Element Naming Convention and Data Types:
Field Name / Data Type / Length / Valid Values/Format*_COMM / string, long text / 50k characters
*_SCORE / integer / zeroPositiveInt
*_RESP / bool / true / false (all lower case)
*_CB* / bool / true / false (all lower case)
*_PERC / integer / zeroPositiveInt
*_NA / bool / true/False
*_Date / date / YYYY-MM-DD (2016-01-01 for January 01, 2016). Note, this is different from the period date format!
*_Agency / string, long text / 50k characters
*NUM / integer / zeroPositiveInt
*_DEN / integer / zeroPositiveInt
*_TXT / string, long text / 50k characters
*_TIME / string, long text / 50k characters
_KP / bool
_TYPE / integer / zeroPositiveInt
Note:Additional guidance is being developed for the _Time data elements.
Example CSV files:
1)Using codes for data element and funding mechanism:
dataelement / period / orgunit / categoryoptioncombo / attributeOptionCombo / valueSIMS.F_01_01_HIVQMQI_COMM / 20160101 / IHuZkWbFwNK / HllvX50cXC0 / 13559 / This is a sample comment
SIMS.F_01_01_HIVQMQI_Q1_RESP / 20160101 / IHuZkWbFwNK / HllvX50cXC0 / 13559 / 4
dataelement,period,orgunit,categoryoptioncombo,attributeOptionCombo,value
SIMS.F_01_01_HIVQMQI_COMM,20160101,IHuZkWbFwNK,HllvX50cXC0,13559,This is a sample comment
SIMS.F_01_01_HIVQMQI_Q1_RESP,20160101,IHuZkWbFwNK,HllvX50cXC0,13559,4
2) Same file using UIDs for both data element and funding mechanisms:
dataelement / period / orgunit / categoryoptioncombo / attributeOptionCombo / valuekYY5KyDceYx / 20160101 / IHuZkWbFwNK / HllvX50cXC0 / nYb1tJnit15 / This is a sample comment
lppMVnAcWF9 / 20160101 / IHuZkWbFwNK / HllvX50cXC0 / nYb1tJnit15 / 4
dataelement,period,orgunit,categoryoptioncombo,attributeOptionCombo,value
kYY5KyDceYx,20160101,IHuZkWbFwNK,HllvX50cXC0,nYb1tJnit15,This is a sample comment
lppMVnAcWF9,20160101,IHuZkWbFwNK,HllvX50cXC0,nYb1tJnit15,4
4. Generate thefile to be imported into DATIM and use the Data Import feature to import.
If code is used when importing the file, expand “More options” and select “Code” as the “Data element ID scheme”.
5. Perform testing to determine import successful or failure.
6. Share your test results summary (template below) with the SIMS data exchange POCs:
- Alejandra Covarrubias,
- Annah, Ngaruro,
- Vladimer, Shioshvili,
Tester
Test Date
Test Cases
Test Summary
Follow-up Actions
Test Details
Attachments:
Additional Details:
Comments/Questions:
This information has been prepared solely for the use and benefit of the U.S. Department of State’s Office of the U.S. Global AIDS Coordinator and is not intended for reliance by any other person.
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PEPFAR Data Exchange Implementer Community
8/13/2015
Test Results
First Full Dataset ImportExercise – Facility Module Test Summary 1.1
Tester / HRSAPOC: Arathi Dommeti
Test Date / March 4, 2016
March 7, 2016
Test Cases / 1) Boolean Values (Yes/No Response Column and Checkboxes)
2) Answer#, # Ticked response column
3) Test Table Format Response (F_1.10)
4) Test NA flag
5) Test fields with denominator
6) Response that accepts number
7) SET 7 Setup Page Elements
8) SET 10 Setup Page Elements
9) SET 11 Setup Page Elements
Test Summary / 1) Pass – March 7th values were accepted. On March 4th: Entered true and false, the values were ignored; the Score and Comments were accepted.
2) Pass- Values were accepted.
3)Fail- Negative numbers were not accepted.
4) Fail - NA was entered as a Boolean. There was no error but it was ignored. However the score (0) was not accepted.
5) Fail - It was expecting a Boolean for this field. Note: When Boolean was provided, it accepted it. Should denominator be a number or Boolean?
6) Fail - Zero was not accepted. However, numbers greater than 0 were accepted.
7) Pass - All Boolean values were accepted.
8) Pass
9) Pass
Follow-up Actions / The DATIM/SGAC team has reviewed the test results and taken the following actions to address the test failures:
- Team conducted a comprehensive review of the data element value type issues and documented the corrective actions in the Facility Data Elements Revisions Log.
- Please note that some items require SIMS Core Group approval. Upon review of the change requests, the SIMS CG provided a new data dictionary (Facility Master Tool_v2.0_Dec 18, 2015) and OGAC made the necessary updates to the code list.
Facility Module Test Details 1.1
#1: Test Boolean Values (Yes/No Response Column and Checkboxes)1st run on March 4th, 2016
Result: Fail.
Entered true and false. The values were ignored. The Score and Comments were accepted.
2nd run on March 7th, 2016
Result: Pass
Comments/Questions: Should header row be deleted when importing data? Why were the Boolean values true/false not accepted in the 1st run?
#2: Answer#, # Ticked response column
dataelement / period / orgunit / categoryoptioncombo / attroptioncombo / value / storedby / timestamp
PPQH4wkVrhN / 201602 / VVlKqKknQY0 / 3
j1sOwbCKdQv / 201602 / VVlKqKknQY0 / 3
Result: PASS. Values were accepted.
Comments/Questions: None
#3: Test Table Format Response (F_1.10)
Result: Negative numbers were not accepted.
2nd run:
Comments/Questions:
What should be entered for negative numbers?
#4: Test NA flag
Result: NA was entered as a Boolean. There was no error but it was ignored. However the score (0) was not accepted.
Comments/Questions:
How can we send a score of 0 to indicate NA selected.
#5: Test fields with denominator
Example: F_4.03
Denominator: Number of register or chart entries reviewed: ______
dataelement / period / orgunit / categoryoptioncombo / attroptioncombo / value / storedby / timestamp
FITtOLCfuRj / 201602 / VVlKqKknQY0 / 45
Result: FAIL. It was expecting a Boolean for this field.
Note: When Boolean was provided, it accepted it.
Comments/Questions:
Should denominator be a number or Boolean?
#6: Response that accepts number
Example: F_4.25
We are allowed to enter 0 in the response field.
dataelement / period / orgunit / categoryoptioncombo / attroptioncombo / value / storedby / timestamp
yyOOop0mx3E / 201602 / VVlKqKknQY0 / 0
Result: FAIL. Zero was not accepted. However, numbers greater than 0 were accepted.
Comments/Questions:None
#7: SET 7 Setup Page Elements
etjfWGfE3vV / 201602 / VVlKqKknQY0 / true
eVtg7pWoYaj / 201602 / VVlKqKknQY0 / false
vwFkjRS0Ubq / 201602 / VVlKqKknQY0 / true
hNIUKvqOePk / 201602 / VVlKqKknQY0 / true
OsMpnmVTW9J / 201602 / VVlKqKknQY0 / true
LnLpYg6Ifrj / 201602 / VVlKqKknQY0 / true
Result: PASS. All Boolean values were accepted.
Comments/Questions:
#8: SET 10 Setup Page Elements
CPF6mSLSMvD / 201602 / VVlKqKknQY0 / true
cHXjfmahUjo / 201602 / VVlKqKknQY0 / true
m1dL3m7Wx0O / 201602 / VVlKqKknQY0 / true
wXWjF3Jn7eH / 201602 / VVlKqKknQY0 / true
IMRlqoUM6bX / 201602 / VVlKqKknQY0 / true
uHh6ynTtGfu / 201602 / VVlKqKknQY0 / true
td3dbGskhew / 201602 / VVlKqKknQY0 / false
FLtnI6O72bx / 201602 / VVlKqKknQY0 / Agency Test
oh0hh1pP9e6 / 201602 / VVlKqKknQY0 / 2016-01-25
pGdsU1bqtbh / 201602 / VVlKqKknQY0 / true
d1EvRkAwwrD / 201602 / VVlKqKknQY0 / false
Result: PASS.
Date format is 2016-01-25 (YYYY-MM-DD)
Comments/Questions:
SIMS.F_10_00_Assess-LAB_Q1_RESP is Boolean. If Yes, then True. If No or Only RT is it False?
#9: SET 11 Setup Page Elements
IeI0tOepqid / 201602 / VVlKqKknQY0 / true
jN4teEdKKiz / 201602 / VVlKqKknQY0 / true
ZuJ8J7YddFe / 201602 / VVlKqKknQY0 / true
sSu5ddsHxzs / 201602 / VVlKqKknQY0 / true
GHhM7HW8Wr2 / 201602 / VVlKqKknQY0 / true
Result: PASS
Comments/Questions:
Second Full Dataset ImportExercise – Facility Module Test Summary 2.1
Tester / HRSAPOC: Swetha Vijayakumar
Test Date / April 12, 2016
Test Cases / Testing import off full facility dataset
Test Summary / 1) Fail–Category option combo should be blank, but when “Require category option combo to be specified” is selected, blank does not translate to default (HllvX50cXC0), so it fails.
Follow-up Actions / April 13, 2016 - The S/GAC updated the exercise guidance to request that tester put the Category option combo code for default "HllvX50cXC0" be included.
April 14, 2016 - HRSA confirmed issue was resolved.
Facility Module Test Details 2.1
HRSA has started testing DATIM import this morning. We have uploaded the attached CSV file and we are seeing the category option combo error (see below) for the first time. We are receiving this error for multiple rows in the CSV file.Result: FAIL
Comments/Questions: As per the DATIM guidance document, we were asked to leave this field blank.
We also noticed that the data being imported is showing up as ignored. Even if we update certain values in the attached CSV and upload it, it never shows up as ‘Updated’. It always shows up as ‘Ignored’:
Second Full Dataset Import Exercise – Facility Module Test Summary 2.2
Tester / HRSAPOC: Swetha Vijayakumar
Test Date / April 14, 2016
Test Cases / Testing import off full facility dataset
Test Summary / 1) Fail– Score data elements (ending with _SCORE) did not accept 0
2) Fail– Percentage data elements (ending with _PERC) did not accept 0
3) Fail– Numeric fields (_NUM) data elements did not accept 0.
4) Fail – #Ticked response fields did not accept 0.
5) Fail – Denominator fields did not accept 0
Follow-up Actions / S/GAC data exchange team deployed changes to the Facility v2 code list on 4/26/2016 (refer to GU #1421).
There were two issues here, issues 1, 2, 3, and 4 do accept zeros, but they are set not to store zero, so they do not show up. Metadata XML was updated for this.
Item #5: It actually does not accept zero, it has incorrect data type. Team updated the data type for the _DEN elements.
Facility Module Test Details 2.2
Issue 1: Score data elements (ending with _SCORE) did not accept 0Issue 2: Percentage data elements (ending with _PERC) did not accept 0
Issue 3: Numeric fields (_NUM) data elements did not accept 0.
SIMS.F_04_25_EID-HEI_Q4_NUM
SIMS.F_04_26_CTX-HEI_Q1_NUM
SIMS.F_04_28_ARTEnrol-HEI_Q3_NUM
SIMS.F_08_03_PITC-PedsTB_Q2_NUM
SIMS.F_08_04_ART-PedsTB_Q2_NUM
SIMS.F_10_06_TestInterupt-LAB_Q2_NUM
SIMS.F_11_05_SupReagEquip-POCT_Q2_NUM
Issue 4: #Ticked response fields did not accept 0.
Entered 0 for all elements with T-NUM. It did not accept zero.
SIMS.F_01_05_StaffPerf_Q2_T-NUM
SIMS.F_02_28_AdolServs_Q1_T-NUM
SIMS.F_06_02_PostViolAvail-GBV_Q3_T-NUM
Issue 5: Denominator fields did not accept 0
As per the facility tool instructions, these fields should accept zero. See screenshot:
SIMS.F_04_03_ART-PMTCT_DEN
SIMS.F_04_25_EID-HEI_Q4_DEN
SIMS.F_04_26_CTX-HEI_Q1_DEN
SIMS.F_04_28_ARTEnrol-HEI_Q3_DEN
SIMS.F_08_03_PITC-PedsTB_Q2_DEN
SIMS.F_08_04_ART-PedsTB_Q2_DEN
Second Full Dataset Import Exercise – Facility Module Test Summary 2.3
Tester / USAID Global Health and M/CIO TeamPOC: Angela Dormagen, Matthew Sattah, Jacob Buelher
Test Date / Initial Submission - April 26, 2016
Refined Submission - April 28, 2016
Test Cases / 1)Initial - Full Assessment Result Set Submittal (4/26/16)
2)Refined - Full Assessment Result Set Submittal (4/28/16)
3)Successful Submission - Full Assessment Result Set Submittal (4/28/16)
Test Summary / Initial – Dry Run 1
Fail – Corrected basic masking and conversion errors.
Initial – Dry Run 2
Fail – Required remapping DATIM V2 element names to the correct response data elements from the GHSMA mobile application.
Success – Full Submission
Pass– All Records Processed into DATIM Dev-De
Follow-up Actions / The USAID Global Health Team made three complete tests following the below:
- Team generated SIMS Facility survey data set from GHSMA mobile application.
- All data entered in to the GHSMA mobile application for Assessment 236 and USAID data sets in this exercise was mocked and no real location or person identifiers were utilized.
- Team utilized the SIMS Facility data element set as the core element definitions and mapped to GHSMA generated data sets.
- Team obtained new DATIM API Options lists on 4-25-16
- Two initial dry runs within DATIM Dev-De were conducted.
- Data from the initial GHSMA mobile application were refined following the two dry run submissions to produce the final successful submission.
Facility Module Test Details 2.3