data quality and validation - · pdf filedata quality and validation ... hmis software should...

USE OF HMIS-DHIS 2 HMIS

M-4. 1

Module-4

Data Quality and

Validation

Learning objectives:

After reading this module you will be able to understand:

1. What is data quality and its importance for

HMIS.

2. How to do data quality check at point of data

entry.

3. How to create data validation rules.

4. How to carry out data triangulation.

5. How to analyze data status.


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4.1 Overview of data quality check

Ensuring data quality is a key concern in building an effective HMIS. Data

quality has different dimensions including:

If we have poor quality data, we will have “garbage in and garbage out”

situations. Use of poor quality data leads to ill informed decisions. So, the

HMIS software should be built in with different tools to do data quality

checks and validation.

4.1.1 Data quality checks

Data quality checking can be done through various means, including:

1. At point of data entry, the software can check the data entered to

see if it falls within the min-max ranges of that data element over

the last six months or as defined by the user.

• Correctness: Data should be within the normal range for data collected at that facility. There should be no gross discrepancies when compared with data from related data elements.

• Completeness: Data for all data elements for all health

facilities/blocks/Taluka/districts should have been submitted.

• Consistency: Data should be consistent with data entered during earlier months and years while allowing for changes with reorganization, increased work load, etc. and consistent with other similar facilities.

• Timeliness: All data from all health facilities/blocks/Taluka/districts

should be submitted at the appointed time.


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2. Defining various validation rules, which can be run once the user

has finished data entry. The user can also check the entered data

for a particular period and Organization Unit(s) against the

validation rules, and display the violations for these validation rules.

3. Analysis of data sets, ie, examining gaps in data.

4. Data triangulation which is comparing the same data or indicator

from different sources.

4.2 Data quality check at the point of data entry

Data quality can be checked at the point of data entry in the following two

ways:

a) By setting the minimum and maximum value range for each element

manually. Or

b) Generating the min-max values using the DHIS 2 if there is historical

data available for that data element.

a) Setting the minimum and maximum value range manually

If you are using the default entry screen click on the element for which you

want to set the min-max value, as shown below.


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A pop up window will appear as shown below. Here you can enter the

min-max values.

On subsequent data entry if the value entered does not fall within the set

min-max range the text box will change colour to red. The user will also


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get a popup as shown below. This change in colour is a prompt to check

the data entered and make necessary correction.

On the data entry screen the users also have the option to add a comment

on how the discrepant figure might be explained (if required). This you can

do by using the drop down menu of the ‘comment’ box.

In case you are using the custom data entry screen which is displayed

when you deselect the ‘default data entry form’ option on the top right


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corner of the screen. In this case the minimum and maximum values can

be added by double-clicking on the data entry box instead of the data

element.

b) Generated min-max values

If you have a minimum of six months of your data entered in the DHIS2 it

is possible to generate the min-max value, element-wise, using the

DHIS2. In such case you merely need to click on the ‘Generate min-max’

tab as shown below.

In case of default data entry screen the min and max values, when

generated, will appear on the left and right side of the data entry box.

In case you deselect the default data entry form the generated values will

appear on the top right end of the screen as shown in the following

screenshot.


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4.3 Defining Validation Rules

Validation rules are data quality check mechanism based on verification of

the logic of relation between related data elements. Validation rules are

relational expressions comprising of related data elements and an

operator that states the expected / logical relation between the elements.

For example number of infant deaths cannot be greater than the number

of deliveries. As can be seen from the example a validation rule comprises

of a left and a right side. On the left side of the expression, there must be

a data element or a combination of data elements, and the same on the

right side. The left and right hand sides of the expression are separated

with a validation operator which states the realtion between the elements.

As validation rules have a relational property there must be atleast two

data elements for which the validation rules may be applied.

4.3.1 Types of validation operators (equal to, less than,

greater than):

Following are some validation operators used for data quality analysis in

DHIS.

• Equal to: It will validate the validation rule only if both sides are

equal.

• Not Equal to: It will validate the rule if both the sides Not Equal

• Greater Than: It will validate the rule if the left side is greater than

the right side.

• Greater Than Equal to: It will validate the rule, if the left side is

Greater or Equal to the right hand side.


M-4. 9

• Less Than: It will validate the rule if the left side is smaller than the

right hand side.

• Less Than Equal to: It will validate the rule if the left side is either

smaller or equal to the right side.

4.3.2 Adding new validation rule

Follow the steps below to add a new valiadtion rule.

First select the Data Quality module from the drop down menu of the

Services module located on the main tool bar.


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In the screen that is displayed – Validation Rule Management screen, click

on ‘Add new’

The following screen will appear.


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Enter the first three fields specifically validation rule name, description of

the validation rule and select the particular operator that forms the

validation rule. Next click on the Edit left side button to enter the ‘left side’

details of the concerned validation rule.

The following steps can be used by the user:

1. Add Description

2. Select data element from the Available Data Elements options

shown on the right side.

3. Add Operators in between the data elements to generate the

desired formula.


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4. When you have entered the required fields click on ‘update’. This

will return you to the previous window. Here click on the ‘Edit right

side’ and follow the steps that you followed for the ‘Edit left’.

4.4 Validation Checks

When you open the Data Quality module you will see a menu on the left

side that lists different options related to validation rules. For purposes of

validation checks you will need to use the ‘Run validation’ option. This is

described below.

4.4.1 Run validation:

1. If you select the run validation option the following screen will be

displayed.


M-4. 13

2. You will be required to specify the period for which you want to run the

validation check by selecting the start and end dates. This you can do by

using the drop down calender provided for the date fields.

3. Next select the particular organisation unit (s) for which you want to run

the validation.

4. Finally click on the ‘validate’ tab.

5. When you click on ‘Validate’ (Number 5 on the screenshot) button the

following popup will be displayed which will list the validation rules that are

violated with data values of the elements constituting the particular

validation rule.


M-4. 14

4.4 Diagnosing the source of the validation

violation:

This you can accomplish by selecting the ‘Run validation by avergae’

option. You can run this validation after entering the required fields of the

‘run validation’ screen which includes the organisation units(s) and the

period for which you want to run the validation. The result of ‘Run

validation by average’ is a pop up screen (see screenshot below) that

displays the percentage of validation rules violated by the selected

orgnaisation unit(s).

Amogst the Orgunits showing violation, select the one which has

maximum violation percentange, and drill down to get its detailed


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validation list. You could do the same for any other organisation unit as

well.

The screen that gets displayed presents the list of validation rules that

have been violated by the specific orgnaisation unit (see screenshot

below).


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To get drilldown for one validation, click on any validation rule, it will give

you the detailed validation analysis for the selected orgunit and its

immediate children.


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If you click on any orgunit you can drilldown to its children.

4.5 Analysis of data status

The purpose of analysis of data status is to see what is the percentage of

missing or unreported data either by data elements or by facilities.

4.5.1 Types of missing data

Missing data can be listed by facilities and or data elements. Missing data

creates different kinds of problems, such as:

1. Incomplete reports.

2. Indicator calculations will be misleading as there will be some

numerator or denominator that is missing.

3. Effective decisions cannot be based on incomplete data.


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4. Probably, the facility which is not reporting data is the one which

needs more care and support.

4.5.2 Generating missing data reports by facilities, data

elements and periods

‘Data Status’ option provides us the tool to analyze how much data is

entered. You can find this option in Dashboard Module which is inturn

displayed in the drop down menu of the services module.

Clicking on the dashboard module will lead to the following screen where

you can find the ‘Data status’ option.


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Once you click on ‘Data Status’ option you will get the following screen

where you can select orgunit, dataset, period for which you want to

generate the data status. Once you have done this click on ‘View data

status’ as shown below.


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You will get the following output.

From here you can go drill down to its immediate children by clicking any

orgunit to obtain more detailed sub facility wise data status.


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4.6 Data Triangulation

Data (for example on institutional deliveries) is collected from different

sources such as routine health data and NFHS surveys. By plotting data

on this data element across the three surveys and juxtaposing it with

routine data, we can have a method of data triangulation.

In the boxes below, the NFHS trends in institutional delivery are compared with

trends of monthly figures from the state routine HMIS.

Da t a ::Tr ia ngul a t ionRoutine Health

Data

NFHS Census

Routine Health data.

Collected and reported

routinely every month

Large scale, multi-round

survey conducted in a

representative sample of

households throughout

India. Once in 5 years.

largest single source

of a variety of

statistical information on different

characteristics of the

people of India once in

10 years

Trends in Institutional Deliveries (%)

37

46

55

70

0

10

20

30

40

50

60

70

80

37 46 55 70

NFHS 1 NFHS 2 NFHS 3 Apr-Aug 07

Trends in Institutional Deliveries (% )

37

46

55

70

0

10

20

30

40

50

60

70

80

Institutional Delivery 37 46 55 70

NFHS 1 NFHS 2 NFHS 3 Apr-Aug 07

Institutional Deliveries (%)

66.9

69

70.770.3

73.2

63

64

65

66

67

68

69

70

71

72

73

74

Apr-07 May-07 Jun-07 Jul-07 Aug-07

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