PEPFAR Data for Accountability Transparency Impact Monitoring (DATIM)
Data Deduplication
User Guide
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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President’s Emergency Plan for AIDS Relief PEPFAR Data Deduplication
10/24/2014
Getting Started with PEPFAR DATIM
Please go to www.datim.org, and enter your username and password.
“Simple” Data Deduplication
This section describes accessing the Data Deduplication App.
The Data Deduplication App allows DATIM Interagency users to view and reconcile any specific facility site with data entered by more than one Implementing Partner. The purpose of data deduplication is to ensure that results are not being double-counted at the site level and to accurately reflect PEPFAR program results.
Note: Data Deduplication can only take place during an open reporting period. Once the reporting period has been closed in DATIM, you can no longer perform Deduplication.
To access the Data Deduplication App, select the Apps feature on the navigation ribbon located at the top right of the screen. Once accessed, select the arrow button at the bottom of the App section to see more options (if necessary).
Use the side bar to scroll down to the bottom of the application options. Select Data Deduplication, which will appear in the application list.
1.) Once you have selected Data Deduplication your screen will appear as follows:
· From the OU dropdown menu, select your OU
· From the data set dropdown menu, select Targets or Results
· From the time reporting period dropdown menu, select the desired reporting period
2.) Select the Show Normal Dupes button
*If DSD-TA Crosswalk duplicates are present for your OU, a notification will display. Click “No Thanks” to close the message. DSD-TA Crosswalk duplicates are discussed on Page 8 of this document*
3.) Once the desired OU and Reporting Period are selected, the simple duplicates requiring resolution will display:
4.) The duplicated indicator will display (separated by Numerator and Denominator) along with:
a. Agency – The funding agency of the mechanism with duplicated data
b. Partner – The implementing partner who submitted the data
c. Value – The indicator value entered by the implementing partner
5.) To resolve the duplicated values, select from the “How to Resolve” radio buttons
a. Use max – This option will use the largest value submitted by an implementing partner for the indicator
b. Use sum – This option will sum all values entered by implementing partners for the indicator and submit the grand total
c. Use a custom value – This option allows you to manually enter a value for the indicator
6.) Once selected, click Resolve to adjust the Indicator value in the submitted data set. The selected value also displays in the “custom value” field.
Reconciling Multiple Duplicated Indicators
1.) Once the desired OU and Reporting Period are selected, the duplicated Indicators by mechanism will display:
2.) From the bottom of the bottom of the Data Deduplication app screen, you can select from the following options:
· Use Max – This feature selects the “max” feature for each duplicated record displaying on the page
· Use Sum – This feature selects the “sum” feature for each duplicated record displaying on the page
3.) Once a desired selection is made, click the Resolve duplicates button
· A confirmation message will display the total number of resolved duplicates as a result of the selection
Reviewing and Correcting Deduplicated Records
Once data deduplication has been applied, a review of the duplicated records can be performed.
1.) Once the desired OU and Reporting Period are selected, the duplicated Indicators by mechanism will display:
2.) From the bottom of the Data Deduplication app screen, select the “Show All” checkbox:
3.) All duplicated records for the selected OU, which have previously been reconciled, will display:
“DSD-TA Crosswalk” Data Deduplication
This section describes the functionality of the DSD-TA Crosswalk in the Data Deduplication App.
The DSD-TA Crosswalk allows DATIM Interagency users to deduplicate indicator data across different service types (e.g. DSD vs. TA) to ensure “double counting” is not present. As part of PEPFAR guidance, DSD (Direct Service Deliver) always takes precedence over TA (Technical Assistance) in terms of reporting submissions.
The DSD-TA Crosswalk is accessible through the updated Data Deduplication App.To access the Data Deduplication App, select the Apps feature on the navigation ribbon located at the top right of the screen. Once accessed, select the arrow button at the bottom of the App section to see more options (if necessary).
Use the side bar to scroll down to the bottom of the application options. Select Data Deduplication, which will appear in the application list.
1.) Once you have selected Data Deduplication your screen will appear as follows:
· From the OU dropdown menu, select your OU
· From the data set dropdown menu, select Targets or Results
· From the time reporting period dropdown menu, select the desired reporting period
2.) Select the Show DSD/TA Dupes button
*If DSD-TA Crosswalk duplicates are present for your OU, a notification will display. Click “Yes Please” to display the DSD-TA duplicates*
3.) Once the desired OU and Reporting Period are selected, and Show DSD/TA Dupes has been selected, the DSD-TA Crosswalk duplicates will display:
Note: DSD-TA Crosswalk duplicates are denoted with a special label as highlighted above in red.
Addtitional Notes:
If applicable, previously deduplicated TA-TA duplicates will be displayed informing you that the “simple” deduplication has already taken place. This will be labled “dedupe adjustment” as highlighted above in red.
In the example above, 11 is the DSD-TA crosswalk value, therefore an additional 11 needs to
be deduped to fully cancel out TA.
· 3 is the TA to TA duplicate value and the deduplication has already taken place
· An additional -11 needs to be accounted for to fully cancel out the TA value
4.) The duplicated indicator will display (separated by Numerator and Denominator) along with:
a. Agency – The funding agency of the mechanism with duplicated data
b. Partner – The implementing partner who submitted the data
c. Value – The indicator value entered by the implementing partner
Note: Hovering over the Facility Site name (highlighted by the red arrow) will display the entire SNU structure from the OU down to the facility name
5.) To resolve the duplicated values, select from the “How to Resolve” radio buttons
a. Use max – This option will use the largest value submitted by an implementing partner for the indicator
b. Use sum – This option will sum all values entered by implementing partners for the indicator and submit the grand total
c. Use a custom value – This option allows you to manually enter a value for the indicator
Note: For DSD-TA Crosswalk, the radio button always defaults to “Use a custom value” which always defaults to 0. The idea is that any duplicated data in the DSD-TA Crosswalk is assumed duplicate data, as DSD always takes precendence over TA
6.) Once selected, click Resolve to adjust the Indicator value in the submitted data set.
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