The data administration module provides a range of functions to ensure that the data stored in the DHIS2 database is integral and that the database performance is optimized. These functions should be executed on a regular basis by a data administrator to ensure that the quality of the data stored is optimal.
The data browser maintainence module allows the user to produce a summary of the data contained in the DHIS2 database. This summary provides the number of data element values that have been recorded for a given time interval and then groupded by the following options:
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Data sets
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Data element groups
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Organisational unit groups
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Organisational units
Each of these options can be accessed by selecting the desired option from "Browse by" drop-down menu.
In order to produce a summary of submitted data for a given period and grouped by data sets, the user should follow this procedure. Begin by selecting a given periodicity type (e.g. Weekly, monthly, yearly, etc) and then a time interval (e.g. January 2009 to March 2009). Select the type of summary to be produced (e.g. Dataset) from the "Browse by" drop-down menu. Click the "Browse" button to view the summary.
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A summary of the number of data element values that have been submitted over the user selected time period is shown below.
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By clicking on the name of the individual dataset, a more detailed summary of each data element can be obtained as shown below. A crosstab table summarizing each time period will be shown.
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The functionality of the grouping by Datasets, Data element groups, and Organisational groups is essentially the same.
The functionality of grouping by organisation units will be discussed below. Begin by selecting "Organisation units" from the "Browse by" drop-down menu. The organisational hierarchy present in the database will now be displayed. Organisational units can be expanded by clicking on the plus symbol in the organisational tree view.
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By clicking on an organisational unit, and the clicking the "Browse" button, a summary of submitted data elements present in the database is returned for all immediate children of the selected organisational as shown below
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By clicking on one of the organisational units, a detailed list of data elements is presented by each time period as shown below.
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For each of the data browser summaries, a PDF export can be produced by specifying a filename in the "Filename" field, selecting a font size, a page layout (Landscape or Portrait) and pressing the button. You will then be prompted to select a location to save the file to, which can then be viewed with any PDF reader (e.g. Adobe Acrobat Reader, xpdf, etc).
DHIS2 can perform a wide range of data integrity checks on the data contained in the database. Identifying and correcting data integrity issues is extremely important for ensuring that the data used for analysis purposes is valid. Each of the data integrity checks that are performed by the system will be described, along with general procedures that can be performed to resolve these issues.
Each data element much be assigned to a data set. Values for data elements will not be able to be entered into the system if a data element is not assigned to a data set. Choose Maintainence->Datasets->Edit from the main menu and then add the "orphaned" data element to the appropriate data set.
Some Data Elements have been allocated to several Data Element Groups. This is currently not allowed, because it will result in duplication of linked data records in the PivotSource recordsets that `feed` the pivot tables. Go to Maintenance -> Data Element Groups to review each Data Element identified and remove the incorrect Group allocations.
Data elements should not be assigned to two seperate data sets whose period types differ. The reccomended approach would be to create two seperate data elements (for instance a monthly and yearly data element) and assign these to respective datasets.
All data sets should be assigned to at least one organisation unit.
Although this rule will not affect data quality, it generally does not make sense to have two indicators with the exact same definition. Review the identified indicators and their formulas and delete or modify any indicator that appears to be the duplicate.
All Data Elements and Indicators MUST be assigned to ONE group, so these Indicators need to be allocated to their correct Data Element and Indicator Group. Go to Maintenance -> Indicator Groups, and allocate each of the `Orphaned` Indicators to its correct group.
Violations of this rule may be caused by an incorrect reference to a deleted or modified data element. Review the indicator and make corrections ot the numerator definition.
Violations of this rule may be caused by an incorrect reference to a deleted or modified data element. Review the indicator and make corrections ot the denominator definition.
Organisation rules cannot be both parent and children of each other.
All organisation units must exist within the organisation unit hierarchy. Go to Organisation->Hiearchy Operations and move the offending organisation unit into the proper position in the hieararchy.
All organisation units must be allocated to at least one group. The problem might either be that you have not defined any `compulsory` OrgUnit Group Set at all, or that there are violations of the `compulsory` rule for some OrgUnits . NOTE: If you have defined no `compulsory` OrgUnit Group Sets, then you must first define them by going to Maintenance -> Organisation units->Organisation unit group sets and define at least one `compulsory` Group Set (the group set `OrgUnitType` are nearly universally relevant). If you have the relevant group sets, go to Maintenance -> OrgUnit Groups to review each OrgUnit identified and add the relevant Group allocation.
These organisation units have not been assigned to the any organisation unit group within one of the compulsory organisation unit group sets. When a group set is defined as `compulsory`, it means that an organisation unit must be allocated to at least one organisation unit within that group set. For instance, all organisation units must belong to one of the groups with the `organisation unitType` group set. It might belong to the `Hospital` or the `Clinic` or any other `type` group - but it must belong to exactly one of them. Go to Maintenance -> organisation unit->Organisation unit groups to review each organisation unit identified in the integrity check. Allocate all organisation units to exactly one group.
Some organisation units have been allocated to several organisation unit groups that are members of the same exclusive organisation unit group set. When a group set is defined as exclusive, it means that an organisation unit can only be allocated to one organisation unit group within that Group Set. For instance, one organisation unit cannot normally belong to the both the 'Hospital' and 'Clinic' groups , but rather to only to one of them. Go to Maintenance -> organisation unit->Organisation unit groups to review each organisation unit identified in the integrity check. Remove the organisation unit from all groups except the one that it should be allocated to.
The organisation unit groups listed here have not been allocated to a group set. Go to Maintainence->Organisation unit->Organisation unit group sets and allocate the Organisation unit group to the appropriate group set.
All validation rules must be assinged to a group. Go to Services->Data quality->Validation rule group and assign the offending validation rule to a group.
An error exists in the left-side validation rule definition. Go to Services->Data quality->Validation rule and click the "Edit" icon on the offending rule. Press "Edit left side" and make the corrections that are required.
Resource tables are supporting tables that are used during analysis of data. Simply select the tables that should be regenerated, and press "Generate tables". Regeneration of the resource tables should only be done once all data integrity issues are resolved.
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Organisation unit structure (orgunitstructure)
This table should be regenerated any time there have been any changes made to the organisational unit hierarchy.
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Exclusive organisation unit groupset structure (orgunitgroupsetstructure)
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Exclusive organisation unit groupset structure (orgunitgroupsetstructure)
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Data element category option combo name (categoryoptioncomboname)
This table should be regenerated any time there have been changes made to the category combination names.
The data statistics module provides an overivew of the number of objects stored in the DHIS2 database.
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The total number of each type of object is presented in a table, as well as a graph.
This module gives users the privilege of locking certain datasets for chosen organization units. This encourages timely data entry and prevents unwanted to changes to the data once it has been entered. When the ‘Data Administration’ option is chosen the data locking interface is displayed. The user has to select the periodicity of the report e.g. monthly, quarterly or yearly for which the data is to be locked. The month, quarter or year for which the reports are to be locked is then specified.
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The unlocked data sets for the period are displayed and the user will then have to choose the data sets to be locked.
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After choosing the datasets to be locked, double click on each one by one to display the organization unit tree in the field below. Click on the organization unit to lock the dataset.
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The button locks the dataset for all the organization units to which that dataset has been assigned. removes all locks put on the organization units corresponding to the selected dataset. After the operations are completed the user must click to apply the settings. The button locks datasets at a particular level that the user chooses. . removes locks that have been put on the organization units corresponding to the selected dataset at the selected level. After the operations are completed, the user must click to apply the settings. The button will also lock those organization unit datasets that have been specified by the user.
The data maintainence module has five options, each described below.
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Clear hierarchy history
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Clear aggregated datavalues
This option will erase all data values that have resulted from a data mart export.
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Clear aggregated indicatorvalues
This option will erase all aggregated indicator values that have resulted from a data mart export.
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Clear zero values
This option will clear all values from the raw data tables that are equal to zero.
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Clear dataset completeness
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Prune periods
This function will delete all periods from the database that do not have data attached to them.