OVERVIEW
This is the complete document provide all details for both Android and Web applications.
This document provides a detailed explanation of the use of HNQIS when providing quality supervision in a medical setting.
There are separate manuals to cover the configuration of supervision lists and the tools that can be used for that setup.
Please note this guide may refer to some sections, questions, screenshots, and other examples that you may not have access to in your particular configuration, this is normal.
TABLE OF CONTENT
ANDROID APP - (Recommended)
Android App
Smartphone or Tablet – You can download and install the DHIS2 Android App from Google Play by searching for DHIS2. This should give you two results: the official DHIS2 android app, or PSI”s fork of the DHIS app. . The use of Android is recommended if you work in areas where you may not always have an internet connection. The Android App will allow you to store the data on your device (Smartphone or tablet) and when the device is connected to the internet the data will be synced with the DHIS2 server.
Minimum Requirements
Android App – You will need to ensure your device (Smartphone or Tablet) is running on Android version 6.0 or higher. Unfortunately, there is no option for Apple iPhone or iPad.
Installing Android App
If you have not already done so, you will need to download and install the Android App.
There are different ways that the apps can be installed:
For managed devices - the app will be pre-installed via your organisation’s MDM (Mobile Device Management). Please contact your IT department.
You can also download the Android App from the Google Play
Alternatively, for testing and facilitating training, you can install an unprotected APK which allows screen sharing and screen captures.
Download and install directly on your device from the Git repository:
Logging In
Username, Password & URL
Please note Username and Password are both case-sensitive.
Your Line Manager or Head of Department will provide you with a set of private login details, do not share these with anyone, at any time.
These details are registered to you personally, they will always remain your personal and legal responsibility. These login details should not be used by any other person at any time regardless of rank or seniority within or outside your organisation unless legally entitled to do so by law or court order.
If you believe your private login details may have been compromised in any way you must report the situation to your Line Manager or Head Of Department immediately, this is a legal requirement in most countries.
You will be provided with a URL, enter this manually or use the built-in QR Code scanner to scan the URL code.
If you have been provided with a QR Code you can scan it by clicking on the icon in the Server URL field as shown here. If you do not have a QR Code to scan you can quickly generate this by opening the link in Google Chrome and clicking on the ‘Share’ icon and selecting QR CODE from the drop-down options as shown in the screenshots above.
Two-Step Authentication
If this feature is part of your login requirements, you will need to download and install Google Authenticator App from either the App Store or Google Play.
You can watch this short video for full instructions on how to set up Two-Step Authentication using the Google Authenticator App.
Troubleshooting - Log In
If you are using the ‘WebApp’ please ensure you have an active internet connection, without one you will not be able to log in.
If you see an ‘ERROR’ message when trying to log in, check the following, avoid ‘Copy & Pasting’ your login details as this can sometimes include blank spaces causing the login error.
Also check that you have mistaken letters for another, for example ‘I’ (Capital i) and not ‘l’ (Lowercase L) looks the same so try to replace them with the alternative.
If the error persists, please contact your direct Line Manager or the person who provided you with the details.
Dashboard
When you log in for the first time, you may need to wait for the App synchronises data with the server, this may take a while depending on your internet connection speed, do not close, refresh or move away from the App screen during this time.
The workflow on the Android App is slightly different from the WebApp version however, you have access to all the features on both platforms.
App Navigation
Once you have launched the App, and logged in you are presented with the following screen (Your options will differ from those shown here)
You can access additional options from the two menus (1)(2).
Home
Here you will find options relating to your personal account and the status of the App.
Import QR Data - N/A for HNQIS
Settings - Here you can see and change the settings of the App
Set pin: You can set a four-digit pin that will block the current session and close the App. When you re-launch the App you will be asked for the four-digit pin to access the App.
Log Out - Click to log out of your user account and return to the log-in screen.
Report Jira issue - Used to report bugs back to UiO.
About - Details of the version installed.
Filters
Filters are useful for finding previously completed assessments.
Date - We provide quick preset filters as well as give you the ability to search between certain dates. To search between two dates use the From - To option and enter the start and end dates using the pop-up calendars.
Org Unit
We provide two ways of filtering
Free-text search - enter four or more characters and you will be presented a list of all matching results.
Org Unit tree - Click on the icon on the right side of the Free-Text-Search box and use the plus icon to expand the tree and expose additional options.
Click on the blue box to select one or more Org Units, you can also select one branch and view all sub-branched within by selecting the top branch.
Completing An Assessment
From the home page, you can select a program you need to complete from the list shown, to add a new assessment click on the magnifying glass/plus icon as shown here.
Assessment Date
Click anywhere in the field ‘Choose date’ to launch date-picker calendar, select the date and click (1) ‘ACCEPT’, you will return to the previous screen where you click (2) the magnifying glass/plus icon.
On the next screen click the ‘+’ icon to proceed.
Enrollment Org Unit
On the next screen, you need to select the Facility/Provider from the Org Unit Tree by clicking on the tick box alongside the name and clicking ‘ACCEPT’ to continue.
Enrollment Date
Next, you need to enter the enrollment date, the same as the ‘Assessment Date’ in the previous step.
Check the details on the following screen and make any changes to the dates by clicking in the appropriate field and then clicking the disk/save icon as shown below.
Completing An Assessment
To begin filling in the responses you will need to expand the section by clicking (3) on the downward arrow on the right side of the section title.
Once the section has been expanded simply click (1) on the down triangle and select the appropriate answer from the (2) options shown.
Important Notes:
Some questions are followed by a * asterisk and/or [C], these two symbols denote the importance of the question.
(COMPULSORY) This symbol denotes the question is compulsory, the question can not be skipped, and you must enter a response.
[C] (CRITICAL) This represents a question is has a major impact on the overall score of an assessment.
At the top of the screen (1) you will see your overall progress, in the section header (2), you will see how many questions there are and how many have been completed.
Results Section
Once you have completed the assessment you will be presented with the scores in the last two sessions of the Timeline Data Entry section.
Critical Steps Calculations (COMPETENCY)
This section provides the level of competency a facility/provider has achieved for the assessment. This section shows only if it has been activated for a specific list.
The results are automatically calculated from the answers you have entered and are based on the following calculations;
100% Competent
80-99% Competent but needs improvement
<80% Not competent
Scores
In this section, you are provided a quick overview of the results for each of the sections in the assessment. This is useful to quickly see which areas of the assessment may have not performed as well as expected.
Once you are satisfied the assessment is complete (1) you can go ahead and save it by clicking (2) the save icon at the bottom right of the screen.
When saving the assessment you will be prompted to select one of the following actions;
Finish and complete - This will save the assessment and close the assessment preventing any further changes.
Finish - This will save the updates and allow for additional changes to be made.
Summary Of An Assessment
The summary screen allows you to inspect the assessment and share the results with authorised personnel.
If you selected ‘Finish’ when saving the assessment you can return to make changes by clicking the yellow clipboard/Pen icon, if however if you selected ‘Finish and complete’ you will not be able to make any further changes or updates to the assessment.
Feedback
To review an assessment and access supporting material in the related evaluated processes you can access a summary by clicking the (1) three-dot icon at the top right of the screen to expand the dropdown menu and selecting (2) Feedback.
To view the full summary click (1) the downward arrow to expand the section and reveal all the sections in the assessment.
Each section can be expanded and collapsed by clicking (2) the arrow.
Scores are shown on the right of the section title, this provides a quick overview of the results, indicating which questions have been correctly answered or those failed. Additionally, some of the questions will contain further support material that can be used on orienting the provider on the correct execution of the procedure/ task
Sharing Feedback
You can share a link to the feedback summary by clicking (3) the share icon at the bottom right of the screen.
The link will allow the recipient to click the link and view the results online.
Example of a feedback summary accessed via the sharable link.
Local Stats
HNQIS provides a quick overview of the scores and progress of all clinics/facilities from the Local Stats icon found at the bottom of the screen as shown below.
Local Stats Dashboard
On the Local Stats screen, you will find the main navigation at the top of the screen this can be scrolled left and right to reveal additional programs. The current/active information is denoted by a change of color, in this screenshot (1) CBRM is active.
COMPETENCY CLASSES - PIE CHART
In section (2) you are provided with a quick overview in the form of a pie chart of the scores for the selected program, in this example CBRM (Client Based Record Management).
The pie chart represents the three competency levels;
C - Competent
CNI - Competent Needs Improvement
NC - Not Competent.
The ledger is prefixed with the shortcode of the selected program, followed by the competency class, we have highlighted the competency classes in red in the example below.
NG H2 CBRM - C
NG H2 CBRM - CNI
NG H2 CBRM - NC
The second section shows the accumulative data for the previous 6 months that is used in the pie chart. The table column header shows the month/year, the rows display the scores for the three competency classes.
The third section presents competency scores groups by Org Units, the table column header represents the competency class and the rows of each org unit.
Filters
Each section has a drop-down menu that can be accessed using the (1) three dots as shown below.
You can change the way data is presented for example a table can be viewed as a Bar Chart, Line Chart or Values.
In addition to changing how the data is presented, you can also filter results by date and by one or more org units as shown below.
WEBAPP
This option allows you to work with HNQIS supervision list from a desktop browser running either Windows or other OS connected to the internet. Without an internet connection, you will not be able to access the DHIS2 Tracker Capture webApp.
Minimum Requirements
WebApp – This option can be used with Laptops or desktop computers. You will always need to be connected to the internet to use the DHIS2 tracker capture WebApp, without an internet connection you will not be able to access the WebApp.
We strongly recommend using Google Chrome as it is the only browser for which the system is extensively tested.. The use of Chrome on an iPad is not fully supported.
Log In Details
Username, Password & URL
Please note Username and Password are both case-sensitive.
Your Line Manager or Head of Department will provide you with a set of private login details, do not share these with anyone, at any time.
These details are registered to you personally, they will always remain your personal and legal responsibility. These login details should not be used by any other person at any time regardless of rank or seniority within or outside your organisation unless legally entitled to do so by law or court order.
If you believe your private login details may have been compromised in any way you must report the situation to your Line Manager or Head Of Department immediately, this is a legal requirement in most countries.
Use the URL provided with the relevant DHIS2 instance, together with your Username and Password, enter the details and click ‘Sign In’, please remember both fields are case-sensitive.
Two-Step Authentication – This is optional, it will provide a greater level of security, please see below for full details of how to set up and use Two-Step Authentication.
Forgot Password – In most cases, if you forget your password you can recover it by clicking the link and entering your username. However, depending on your organisation's security policy, you may only be able to recover access through your Line Manager or Head of Department.
Language Settings – You can change the language to your personal preference from the dropdown list at the bottom right-hand corner of the screen.
Two-Step Authentication – Setting Up
If this feature is part of your login requirements, you will need to download and install Google Authenticator App from either the App Store or Google Play.
You can watch this short video for full instructions on how to set up Two-Step Authentication using the Google Authenticator App.
Troubleshooting
If you are using the ‘WebApp’ please ensure you have an active internet connection, without one you will not be able to log in.
If you see an ‘ERROR’ message when trying to log in, check the following, avoid ‘Copy & Pasting’ your login details as this can sometimes include blank spaces causing the login error.
Also check that you have mistaken letters for another, for example ‘I’ (Capital i) and not ‘l’ (Lowercase L) looks the same so try to replace them with the alternative.
If the error persists, please contact your direct Line Manager or the person who provided you with the details.
Dashboard
When you log in to DHIS2 it will normally load the last dashboard that you accessed.
To access HNQIS click on the 9 squares icon that can be found at the top right corner of the screen to see all icons/options and select tracker capture.
Starting A new Assessment
To navigate to a new assessment, please click (1) the 9 Square icon at the top right corner of the screen and then select (2) the Tracker Capture app.
If you cannot see the Tracker Capture app you may need to scroll down to see more icons or you may have not been given access - speak to your manager so your permissions are reviewed
The next screen may take a short while to fully load depending on your internet speed and the amount of data that needs to be synchronised, please do not close or try to cancel during this time.
Once fully loaded you can navigate to the relevant facility using the ‘Org Unit Tree’ (1) on the left side of the screen.
Org Tree
The ‘Org Unit Tree’ structure is as follows:
National Level
Sub-national Level
Facility/Provider
If you do not see a full list of facilities/providers, please click the (1) ‘+’ icon to expand the branch. You can also use the magnifying glass icon to search for the facility by typing the name of the facility/provider that you need to assess.
Once you have selected the correct facility from the (1) Org Unit Tree you will see all the ‘Programs’ corresponding to the HNQIS evaluations lists available for that location from the (2) dropdown list.
When you have made your selection click (3) ‘Register’ to continue.
Enrollment
Option 1:
If you are ready to start the assessment, please check the details are correct and click (1) Save and continue.
Option 2:
If however, you are transferring historical paper records to HNQIS you will need to ensure all details match the paper record, please pay special attention to the date fields.
Enrolling Organisation Unit – This field cannot be edited, if the data shown is incorrect click cancel and navigate to the correct clinic/facility, and repeat the previous steps.
Enrolment Date – This is automatically populated with the current date, however, you can change the date by clicking in the field and selecting a different date from the calendar only if you are transferring data from a paper copy/record to HNQIS.
Health Area – This field cannot be edited, if the details are incorrect, click cancel and repeat the previous steps to select the correct Program.
Organization Unit - This field is pre-populated and can not be edited
Assessment Date - This field is pre-populated and can not be edited
Completing An Assessment
The assessment page has many sections as shown in the red boxes below, however, you are only required to update the ‘Timeline Data Entry’ section.
Timeline Data Entry
Important Notes:
Some questions are followed by a red asterisk* and/or [C], these two symbols denote the importance of the question.
(COMPULSORY) This symbol denotes the question is compulsory, the question can not be skipped, and you must enter a response.
[C] (CRITICAL) This represents a question that has a major impact on the overall score of an assessment.
Entering Responses
Most questions require a selection from the dropdown list, to expand the list of options click/tap the down arrow in the box ‘Select or search from the list” as shown below
For some questions, you may be provided additional details, context, or a link to a supporting document/video, to access simply click/tap on the ‘text’ of the questions to see a popup window as shown below.
Hiding/Showing Sections & Questions
You can collapse and expand sections as well as groups of questions within sections by clicking the (1) arrow for the whole section, and (2) the text of a group of questions as shown in the screenshot below.
Results Section
Once you have completed the assessment you will be presented with the scores in the last two sessions of the Timeline Data Entry section.
Critical Steps Calculations (COMPETENCY)
This section provides the level of competency a facility/provider has achieved for the assessment. (only shown if the list is configured with competency classes)
The results are automatically calculated from the answers you have entered and are based on the following calculations;
100% Competent
80-99% Competent but needs improvement
<80% Not competent
Scores
In this section, you are provided a quick overview of the results for each of the sections in the assessment. This is useful to quickly see which areas of the assessment may have not performed as well as expected.
Completing & Saving
Once you are satisfied with your assessment, you can click the (1) ‘COMPLETE’ button, you will be asked to confirm to (2) complete the assessment as shown below.
Editing An Assessment
If for any reason you need to edit/update a previously completed assessment you may click the (1) INCOMPLETE button and confirm your intention to edit the assessment.
This button is under the scores section of the assessment, once you have made the changes repeat the previous steps to complete the assessment.
Adding notes To An Assessment
If you have any additional information you wish to attach to the assessment, please enter these details in the last section of the Timeline Data Entry, as shown below;
MISSING CHAPTERS
ACTION PLAN / WORK PLAN