Essential Elements of An Aggregate Database

1. Essential Elements of An Aggregate Database Frank Oronsaye and Chiedozie Anunobi ICAP Nigeria M&E

2. Importance of aggregate databases • Aggregate databases are an important M&E tool for data collection, reporting, analysis and use • A flexible aggregate database can be tailored to accommodate local ICAP program needs while meeting reporting needs of external groups (ICAP-NY, country CDC offices, MoH) • Data entry into duplicative systems can be eliminated • Aggregate databases can provide ICAP country program technical teams immediate access to relevant data

3. Aggregate Databases Should Support Data Collection and Use Cycle

4. 5 Elements of Aggregate Database • User-defined Sites and Indicators • Data Collection & Validation • Import/Export • Reporting • Feedback and Dissemination

5. User Defined Sites and Indicators • Ability to add new sites and assign attributes to each site • Geographic location • Support tart date, stop date • Supported Program Areas and Targets • Ability to design and modify program specific indicators

6. Site Setup

7. Program Area Setup

8. Sub Program Area Setup

9. Data Collection & Validation • Decentralized data entry • Entry should occur at central, regional and ideally site level • Systematic and streamlined data entry process • Information can be entered in a timely fashion by data entry staff • Integrated data quality checks and validation rules • Identify and resolve data issues at the point of data entry

10. Data Entry • Essential features • Site Profile • Reporting Period • Program Area • Clearly Defined indicators • Note: The indicator frame should mimic the collection tools

11. Import/Export • Internal import/export • Offline data entry at regional level exported and sent to central office • External import/export • Submission of data to external system such as ICAP-URS or government aggregate databases

12. Uploaded to NG central DB

13. Reporting • Automated generation of quarterly reporting tables • CDC Track 1.0 table • Tables for quarterly CDC submission • User-specified reports • Reports by reporting period, region and program area

16. User-specified Reports • Essential Features • Site Profile • Reporting period • Relevant program area or indicator • Reporting Format

17. Example of report

18. Data Use & Dissemination • User-specified reports and graphs for program evaluation • Reports by reporting period, region and program area • Graphs illustrating regional differences and trends • Automated feedback reports tailored for key audiences • Site-level staff • National and regional government staff

19. Graphs

20. Sample Trend Graph 1

21. Sample Trend Graph 2

22. Important Considerations • Application use and flexibility of design • Flexible Database Programming • Parameter Driven • Computer Literacy • Scalability • Database developer support • Design, tailor and/or maintain database • IT Support for system • Servers, flash drives, internet access, routine system backup

23. Summary • Aggregate databases are an important M&E tool for data collection, reporting, analysis and use • A robust, flexible system will include the five essential elements • With adequate resources and support, a local aggregate database can streamline data collection/reporting and enhance data use and dissemination