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1. Course Description ol H Region CentralAfica J Country Kerya ml Province Marobi rea District Mach rl F Course Trainers T Course Participants Th Award Funding e Audit History Full Mame M ational ID Work Phone Facility Mame District 3 Klug Jozeph Garrett 254 2 7 26361 University of Nairobi Faculty of Medohlach ut Masters James IJ Uried Nairobi Faculty of Medie Naiobi Rees ll fEmbuPiesinciafeneral Hospi z Total Participants 3 Add Person d E Delete Selected Person Preview General Hoster Preview Detailed Roster Delete Course Event Close 58 TIMS User Manual 2 Click the Delete Person button Training Information Monitoring System E X e Are vau sure vau want bo delete Tyler Justus as a participant Far this course Yes No 3 Click Yes to confirm People signed into TIMS with either User or Admin rights can delete participants from a course Award Funding The Award Funding tab for courses allows selection of an award or funding source for an entire course Note that this selection is not available for specification of funding sources for specific individuals that attend the same course but rather applies to the entire training event 1 Select the funding source from the list You may enter as many as needed 2 Ilf one of the sources was USAID Bilateral field mission funding
2. Choose Paper Type C US Letter Ge Ad Preview Went gt Close Master List of MS Access Reports The reports available from the TIMS Reports module are listed below When you select a report from the Reports box on the left half of the screen a brief description of the report will appear in the box on the right Course Reports 1 Master List of Courses 2 Training Center Activity Report Coverage Reports 1 Training Coverage Report by Country 2 Training Coverage Report by District 3 Training Coverage Report by Facility 4 Training Coverage Report by Province 5 Training Coverage Report by Region Participant Reports 1 Participant Count by Facility Sponsor and Year 2 Participant Count by Facility Type and Year TIMS User Manual 73 Participant Count by Funding Source and Year Participant Count by Qualification and Country Participant Count by Qualification and District 9 Sb ode EP Participant Count by Qualification and Province 7 Participant Count by Qualification and Year 8 Participant Count by Training Focus Province District 9 Participant Count by Training Focus Topic Content Province District 10 Participant Count by Training Focus Topic Course Name 11 Participant Count by Training Focus Topic Province District 12 Participants by Facility Workplace and Course Name 13 Participants by Facility Workplace and Training Topic 14 Person Profile Repor
3. E Record I4 4 iM H Ie of 13 C Region Close On the screen shown above each province should be connected to a region you re your Regions table and a country from your Countries table This allows a cascading filter whereby only those provinces associated with a country will be available for selection in data entry screens and report criteria Including an unknown province for each country will allow for the possibility of incomplete data on forms or future redistricting For example if a Participant Registration form notes that a nurse s residential address is in Kenya but the province was left blank the data entry staff could choose unknown for Province rather than just leaving it blank in the database Seeing the number of Unknowns explicitly on reports will assist data managers in addressing data completeness issues Data may be sorted by Province Country or Region for easier completion of this administration table 102 TIMS User Manual Districts E Lookup Table Administration E E Followup Assessment Type Qualifications Responsibilities Services Sponsors Trainer Types Default Values Months Training Centers Training Focus Training Content Training Delivery Training Topic Awards Languages Units of Time Clinical Services Regions Countries Provinces Districts Cities Assessment Results Course Holes Facility Types Facility Sub Types Country M ame
4. D S cores Financial e Custom Fields E Comments Ki Audit History 7 Person s Info Ty Qualifications A Person s Facility Eu Facility Services Does this individual currently provide clinical services fy Check for yes Services Description Cervical Cancer Counseling HI VET HADS Infection Prevention IP Injectables IL Laparoscopy He Delete Registration Close 116 TIMS User Manual Assessments This shows hides the Assessments button on the Data Entry Menu which opens Input Edit Browse screens for Followup Records Browse Followup Assessment Records Region Central Africa Country Kenya Province l Provinces District All Districts Enter All or Part of Last Mame Got Bu a E Person C Center C Date Followup Assessment Pers National D Assess Type Assess Date Training Center wm Preview All Followup Assessments New Followup Assessment Close Country Filter Using the country filter users may select a specific country or All Countries This setting determines the default setting for the country pull down list that appears when displaying courses participants trainers and assessments in Input Edit Browse and Reports screens For example if South Africa is selected every time a screen in TIMS is opened the default filter will show South Africa data which would be appropriate for an installation of TIMS in Johannesburg Only one specific cou
5. Full Name Glory Helene Chilton Grace Frances Mason Course Participants Full Name Ida Carlton Anna Catherine Charles Glory Helene Chilton Rhoda Elaine Chisum Patrick Richard Christian Susan Elizabeth Gershwin Evan S Gold Emmanuel James Kapshaw Patricia Kasem Agatha L Klinger Natalie Caroline Kragen Mary Kramer Ruth Connie Madison Adeline Marie Malcolm Kitty Mathison Rose Rachel Miller Lucy Mullins Theresa Nellie Solomon Frank Joseph Taylor Total Participants 19 General Course Roster Counseling Skills Standardization Workshop Counseling Skills Standardization Workshop Lilongwe Malawi Not Entered National ID J0558243 National ID Work Phone 265 720 911 265 721 622 J0558243 265 522 015 265 722 998 255 670 361 265 721 622 255 754 982 255 253 400 265 721 622 265 670 566 265 522 662 255 631 644 265 783 917 255 631 644 265 741 918 265 339 222 255 531 644 255 677 333 255 574 644 Start Date End Date Trainer Type Qualified Clinical Trainer Qualified Clinical Trainer Facility Name Malawi College of Health Sciences Lilongwe Campus Kamuzu College of Nursing Lilongwe Campus Malawi College of Health sciences Zomba Campus Nkhoma Mission Hospital Malawi College of Health Sciences Blantyre Campus Kamuzu College of Nursing Lilongwe Campus Medical Council of Malawi Kasungu District Hospital Kamuzu College of Nursing Lil
6. 1994 30 September 19 E Omm J 1384 B Preview Delete Person Close Training Profile 7 Click Close to return to the previous screen or menu See Participant section above for instructions on how to add or delete persons within the TIMS application Followup Assessments Input Edit or Browse Followup Assessments Input Edit or Browse To browse followup assessment records click on the _ Input Data button on the Main Menu then select Followup Assessments mmm Followup Assessments from the Data Entry menu This will open the Browse Followup Assessment Records screen If you do not see a Followup Assessments button then the data manager has not enabled this feature See Chapter 6 for instructions on how to enable this module 1 Set the geographic filters for region country province and district to narrow your search 2 Enter all or the first letter s of the last name 3 Click on the search button to display a list of all assessment records in the TIMS database that fit these criteria 4 Use the radio buttons to the right to sort the results list by person s last name training center or date TIMS User Manual 65 Browse Followup Assessment Records Region Central Africa J Country Kea af Province Al Provinces 7 District Al Districts J Enter All or Fart of Last Name Sot Bp aa E Person Center Date Click for more Followu
7. IUD Total District Embu Eastern Total Nairobi Nairobi Area Total Reversible non clinical methods pills condoms Total Family Planning Multi method Total Training Topic Infection Preventian IF Training Content Sterilization of instruments Province Eastern Eastern Mairobi Area TIMS User Manual District Machakos Men Eastern Total bach Nairobi Area Total Participants 2 MM oo Participants a B BS dq oo RS Participants 2 1 3 1 1 I Participant Count by Training Focus Topic Course Name Participant Count by Training Focus Topic Course Name Region Al Regionis Country All Countries Training Delivery All Course Start Date Unepectied Country Kenya Training Focus Clinical Skills Training Topic Family Planning M ult rmethod Date Course 1 Dec 1986 Family Planning Training Topic Infection Prevention IP Date Course amp Feb 1995 Infection Prevention E 18 Training Focus Al Training Center Embu Provincial General Hospital Training Center hachakos Provincial General Hospital Days Days 3 Province All Provinces District Al Gisinets Training To pic All Province Distnct Participants Eastem Embu H Nairobi Area ach z Course Total 11 Family Planning IMulti method Total 11 Province Distnct Participants Eastern Machakos S Eastem Meru 1 Nairobi Area Maiti 1 Rift Valles Makuru 1 Course Total 5 Infection Prevention
8. Training Information Monitoring System Prepared by Catherine Schenck Yglesias MHS Deborah Estep Annmarie Kearse An Affiliate of Johns Hopkins University WORKING TO IMPROVE THE HEALTH OF WOMEN AND FAMILIES THROUGHOUT THE WORLD Training Information Monitoring System Prepared by Catherine Schenck Yglesias MHS Deborah Estep Annmarie Kearse United States Agency for International Development JHPIEGO an affiliate of Johns Hopkins University builds global and local partnerships to enhance the quality of health care services for women and families around the world JHPIEGO is a global leader in the creation of innovative and effective approaches to developing human resources for health Copyright 2004 by JHPIEGO Corporation All rights reserved JHPIEGO Corporation Brown s Wharf 1615 Thames Street Baltimore Maryland 21231 USA www jhpiego org Authors Catherine Schenck Yglesias Deborah Estep Annmarie Kearse TRADEMARKS All brand names and product names are trademarks or registered trademarks of their respective companies The TIMS database application and this manual were made possible through support provided by the Service Delivery Improvement Division Office of Population and Reproductive Health Bureau for Global Health U S Agency for International Development under the terms of Award HRN A 98 00041 00 The opinions expressed herein are those of JHPIEGO and do not necessarily refl
9. Click on the Search button to display a list of all courses in the database with these characteristics This is true if the data manager previously assigned a default country refer to Chapter 6 Administration 34 TIMS User Manual You may sort the obtained list by date training center or course name by choosing the appropriate radio button in the Sort By box The example below shows the results of a search for Malawi group based clinical skills courses any topic sorted by date x Region South Africa T Training Delivery Group basedCouse zl Country Maawi zl Training Focus DinicalSklls zl Province AII Provinces Training Topic E BW District allDistricts a Course Start Date Between a d 7 aND Zil Click here to add a new event Clear All Sort Bu EE Mew Event Date CenterName Course Name Course Date Center Name Course Name 21 Jan 2002 Queen Elizabeth Central Hospital CECAP Training TE aa Click here 17 Mar 2000 Blaniyie Hien Jeton Prevention P T for course details Close Clicking on the Clear All button will reset all of your filter selections including the country The Country field will now appear as All Countries Clicking the Search button at this point would return all courses in the database To view details of a specific course click on the ellipsis button in the same row as the course that you would like t
10. IP Total 5 TIMS User Manual J Training Participants by Facility Workplace and Training Topic Persons by Facility Workplace and Training Topic Province All Provinces District All Districts Training Topic All Kenya Training Focus All Region Central Africa Training Delivery All Course Start Date Unspecified Country Facility Name DFH Division of Family Health MOH Facility Type Training Center Facility Phone Current Participants Qualification Training Topic Year Training Center Winger Patrick Carl Physician Minilaparotomy ML 1994 Meru District Hospital Oswald Lawrence Patrick Nurse Family Planning 1996 Embu Provincial Multi method General Hospital Awiki Carlton Mark Nurse Family Planning 1596 Embu Provincial Multi method General Hospital Unger Marshall Peter Nurse Infection Prevention 1995 Machakos Provincial IP General Hospital Collins Lydia statistician Advanced Training 1907 Kenya Skills ATS Gomez Jane Kristian Nurse Midwife Advanced Training 1997 Kenya Skills ATS Nader Estelle Midwife Clinical Training 1905 Kenya Skills CTS Oliver Anne Marie Glenda Nurse Midwife Advanced Training 1997 Kenya Skills ATS Wallingford Nancy Nurse Midwife Advanced Training 1997 Kenya Skills ATS Facility Name Embu Provincial General Hospital Facility Type Hospital Facility Phone Current Participants Qualification Training Topic Year Training Center Mason John M Physician Fami
11. Mchini sl Mchini Eastern T Meru Meru Nairobi Area Nairobi Nairobi Rift Valley Nakuru Nakuru 1 rlvulkal of 14 4 Close This tab contains a list of all cities needed on pull down lists to enter the location of course venues as well as trainer and participant addresses As shown above each city should be connected to a district from the Districts table a province from the Provinces table a country from the Countries table and a region from the Regions table An unknown city may be included for each country province and district set Data may be sorted by City District Province Country or Region for easier completion of this table Geographic Filter Choosing All Regions will display all information entered in TIMS The country province and district fields are automatically set to the default values and may not be changed Region MRegond f Country Al Countries x Province JAlProvinces J Distich Al Districts If you use the drop down list to select a specific region eg Central Africa and use the default values for country All Countries province All Provinces and district All Districts all of the information entered for Central Africa will be displayed 104 TIMS User Manual Region Central Africa f Country Wanted Province Al Provinces J District AI Districts d TIMS will automatically default to a specific country if one is assigned by the da
12. select the country or mission that awarded the funds 3 If one of the sources selected was Other use the blank text field to enter the name of the funding source BE Course Events Form E E x Training Center Site University d Neit Course M ame No ScalpelVasectomy WE Training Deliver Group based Course Course Start Date Mau JEA Training Focus Clinical Skils o m Course End D ate EE d Ma d 1395 Training T apic NoScalpelVasectomy NS Course Length o Dal Training Content 4 Course Description l Region Central Africa J Country Eewa rl Province Marobi ma District Mach zl E Course Trainers e Course Participants Th Award Funding Le Audit History Event Funded by IF USAID Bilateral specify country IF event funded by Other please specify Preview General Roster Preview Detailed Hoster Delete Course Event Close TIMS User Manual 59 Audit History If you click on the Audit History tab you will see the name of the person who created the course record the date it was created as well as the person who last modified the record and the date of modification This information is based on login names used when data were entered and modified Participants Input Edit or Browse UU To browse training participants click on the Participants Input Edit or Browse Input Data bu
13. specified geographic region This feature will be useful with the expansion of training programs for example to track the geographic distribution of trained clinicians over time TIMS User Manual Regions E Lookup Table Administration Followup Assessment Type Qualifications Responsibilities Services Sponsors Trainer Types Default Values Months Training Centers Training Focus Training Content Training Delivery Training Topic Awards Languages Units of Time Clinical Services Regions Countries Provinces Districts Cities Assessment Results Course Holes Facility Types Facility Sub Types Hegion E Fentral Africa m South Africa mI Record 14 4 1 r gt oF 2 Close Regions is the first lookup table used in the geographic filter found in TIMS After completing the regions list proceed with countries provinces then districts and cities optional 100 TIMS User Manual Countries E Lookup Table Administration Er X Followup Assessment Type Qualifications Responsibilities Services Sponsors Trainer Types Default Values Months Training Centers Training Focus Training Content Training Delivery Training Topic Awards Languages Units of Time Clinical Services Regions Countries Provinces Districts Cities Assessment Results Course Holes Facility Types Facility Sub Types Region Country Name Phone Country Code Central Afr
14. 1385 Training Center University of Nairobi L Scores Financial C Custom Fields i Comments v Person s Into 1 Ss Qualifications A Person s Facility Matianal ID Ei Gender Payrall ID IEEE e Male Other ID Female Birth D ate 30 Jun 1948 Address en Audit History iU Facility Services HM airobi Nairobi Area Delete Registration Close Participant data are contained in seven separate tabs e Person s Info e Scores Financial e Qualifications e Custom Fields e Person s Facility e Comments e Facility Services These tabs can be turned off by the data manager if not needed See Chapter 6 Administration Customize Application TIMS User Manual 51 E Participant Registration Form 8 l EA Click here to edit Person s Info Full Mame Klua Joseph Garrett Course Mame No Scalpel Vasectomy NS Date E Mau 1995 Training Center University of Nairobi L Scores Financial Ce Custom Fields i Comments en Audit History Person s Info Tz Qualifications A Person s Facility E Facility Services Matianal ID m r Gender Payrall ID IEEE e Male Other ID a Female Birth D ate 30 Jun 1948 Address HM airobi Nairobi Area Delete Registration Close 1 To edit a participant s personal information click the ellipsis to the right of her his name This will open the Person s Data Entry
15. 15 Is there additional information on each person regardless of whether participant trainer or assessor which you want collected You have four coded text fields available for this Followup Assessment Form 1 What levels of geography are used in your country Starting with country you have two additional coded fields for data entry and filters Do you use provinces and districts Regions and parishes Districts and municipalities 2 What unique identification numbers for individuals are used in your country such as national personal identification numbers PINs healthcare provider IDs or employer IDs Think about the universality will all participants and trainers have this ID as well as whether people recall it and whether they will want to share it If it is an ID used for tax or credit reporting purposes people may be more reluctant to share this number The purpose of IDs is to differentiate individuals in the database which is especially important in countries where several last and first names are common and where people tend to leave their date of birth blank on data entry forms or fill in different dates of birth each time they are asked Think twice before creating your own training program ID numbers as these are easily lost or forgotten and will thus lose their utility Generating the unique numbers will also generate new clerical work for program staff without necessarily being a good solution 3 Will you ask for r
16. 2 z as 2 m e OC rnm m e lI WS o ot 2 8 z Ss SS ivi G od CD D 2 a Course Year T SR ma SS m m 2000 2 2 6 H S 0 0 24 19513 0 0 0 0 4 0 0 0 4 1985 1 0 0 0 0 0 1 Totals 3 2 6 13 z 0 0 Zi Nete Persons are counted once only in the most recent year a course that fits the selection criteria was taken Column totals represent the number of trained individuals currently working in each type of facility Row totals represent the total number of persons that most recently took a course in that year Report grand total is the number of individuals trained fitting the selection criteria F Participant Count by Training Focus Province District Participant Count by Training Focus Province District Region AllRegions Country Al Counties Province All Provinces District Al Disiricis Training Delivery All Training Focus Al Training To pic All Course Start Date Unspectied Country Kenya Training Focus Clinical Skills Province District Participants Central heen 5 Central Total 5 Eastem Embu H Eastern Machakos 5 Eastem Maru H Eastern Total Ke Nairobi Area Maiti H Narob Area Total 8 Rift V alle Makuru 2 Rift Valley Total E Clinica Skills Total ER Training Focus Training Skills Province District Participants Central wen 1 Central Total 1 Eastern Embu 4 Eastern Machakos a Eastern Meru 1 Eastern Maiti 1 Eastern Total H 16 TIMS User Manual G Participant Count by Training Focus Topic Province
17. Cleaning Trainers 14 Query Data Cleaning Training Centers Master List of DBF Reports JHPIEGO uses these reports to prepare summary TIMS data for import into geographical information system GIS software for mapping The DBF files could also be imported into many common spreadsheet or statistical packages for graphing Export to DBF Reports 1 gt OF d amp s 8 9 Course Summary by Country Course Summary by Province Course Summary by District Course Summary by Center Participant Summary by Country Participant Summary by Province Participant Summary by District Participant Summary by Facility Trainer Summary by Country 10 Trainer Summary by Province 11 Trainer Summary by District 12 Trainer Summary by Facility TIMS User Manual 75 Data Filters The filters available for selecting records to be included in TIMS reports are all located at the top of the Reports screen The type of report selected will determine the filters available All enabled filters will be visible when a report is selected from the list The following is a description of how each filter works e Geography Source Choose the radio button corresponding to the geography field source to use in selecting records for the requested report Person s Address bss entered on the Address tab on the Person s Data Entry form and is the residential address of the participant or trainer Person s Current Facility This is entered into th
18. District Participant Count by Training Focus Topic Province District Region AllRegions Country All Counties Province All Prownees District Training Delivery All Training Focus Al Training To pic All Course Start Date Unspeciied Country Kenya Training Focus Clinical Skills Training Topic Family Planning hl ult rnethod Province Easter Nairobi Area Training Topic Infection Prevention TP Province Eastern Easter Mairobi Area Rift Valley AT Disincls District Embu Eastern Total hah Nairobi Area Total Family Planning Multi method Total District Machakos Maru Eastern Total Maircbi Nairobi Area Total Makuru Rift Valley Total Infection Prevention IP Total Par cipants RJ hl 4 du 11 Participants Bo Bo 0 mde H Participant Count by Training Focus Topic Content Province District Participant Count by Training Focus Topic Content Province District Region Central Africa Country Al Countries Province All Provinces District Training Delivery All Training Focus All Training Topic Al Course Start Date Unepeciied Country Kenya Training Focus Clinical Skills Training Topic Family Planning hlult method Training Content IUO Province Eastern Nairobi Area Training Content Reversible non clinical methods pills condorrs Province Eastern Nairobi Area All Disinct District Embu Eastern Total bach Nairobi Area Total
19. Garrett Course Mame No Scalpel Vasectomy NS Date Mau 1995 Training Center University of Nairobi a Person s Info Tz Qualifications E Person s Facility z Facility Services B scores Financial e L ustam Fields d Comments Audit History Assessment Scores Course Participation Costs Pre Training Assessment Score BH x Subsistence Per Diem 25 00 Mid Training amp ssessment Score Hal Time Off 70 00 Post Training amp ssessment Score 95 x Tuition 100 00 Other 2 50 otal Togt Delete Registration Close 6 Click on the Custom Fields tab If there is any additional information on a person s participation in a course that has not been otherwise recorded in TIMS you may use the four extra fields here to enter it The first three fields can be used to enter any text while the fourth is a drop down list which will only contain choices supplied by the data manager in a lookup table The user may not edit the drop down list during data entry For example if a course evaluation form is used the overall satisfaction rating this participant gave the course could be entered here this example assumes that participants put their names on the evaluation forms which is not always the case See Chapter 6 Administration Edit Lookups for instructions on adding values to this lookup table 56 TIMS User Manual E
20. Labels E n X Choose a Farm Repart Browse Participants Form a Control Type Default Label Custom Label Test Label Course Date 5 SW Test Label Course Registration T T ext Label Courses r Courses Taken et H ext Label E nter All or Part of Last Mame SIE nter Al or Part of Surname zu T ext Label F ull Name Click the ellipsis P Text Label Matianal ID buttons to zoom in on Text Label Dearne a long label name T ext Label 5 ex Bender T ext Label T raining Center Z E REF of 10 Be very careful when customizing tab control type names Mate the amp amp symbol in the tab control name It displays an symbol underneath the letter it precedes This allows the user to press the Alt key in combination with that letter to switch to Close that tab Do not create a custom label that uses the same hot key letter as another tab control name or the menu bar commands as it will cause some of the tab hot keys on the Farm stop working Selecting one of the data entry forms from the Choose a Form Report pull down list will populate the sub form with a listing of customizable label controls on the form The example above shows how text box label in the Browse Participants Form for the Courses field has been customized to Courses Taken in the custom label field The database administrator can customize most labels on TIMS main data entry forms An important warning at the bot
21. Name Middle Name Last Name Date of Birth I Day Month Year Current Home Address Line 1 Line 2 Country Province District City Postal Code Home phone Work phone E mail Address The following information to be completed by Assessor Followup Date l l Day Month Year Training Site assessed on this visit Followup Type Assessor s Information First Name Middle Name Last Name Date of Birth I I Day Month Year Where do you primarily work Facility Name Line 1 Line 2 Country Province District City Postal Code National ID Number Payroll ID Number Other ID Where do you primarily work Facility Name Line 1 Line 2 Country Province District City Postal Code Facility Type Hospital Health Center Clinic Dispensary Medical Nursing Midwifery Other School Training Center Other Facility Phone Sponsor Government Private Commercial For Profit Fax NGO Not for Profit Site where this person was trained for the skill s Gender L Male L Female National ID Number Payroll ID Number Other ID Facility Type Hospital Health Center Clinic Dispensary Medical Nursing Midwifery Other School Training Center Other Facility Phone Sponsor Government Private Commercial For Profit Fax NGO Not for Profit Complete according to training activity type KM Check only one result SeweeSkl Beat Competent NotC
22. Province State Mame District Name Kenya Southern E alaka Sot By Kenya Ritt Valley Baringo District Malawi Southern Blantyre g D pides Kenya Nyanza T Bomet C Country Benin Kenya leste Bungoma Record I 4 1 k Hj r amp of 75 4 A m Bl a H RH a a H a Close As shown above each district is connected to a province from the Provinces table a country from the Countries table and a region from the Regions table An unknown district may be included for each country and province Data may be sorted by District Province Country or Region for easier completion of this table TIMS User Manual 103 Cities E Lookup Table Administration Followup Assessment Type Qualifications Responsibilities Services SEN Trainer Types Default Values Months Training Centers Training Focus Training Content Training Delivery Training Topic Awards Languages Units of Time Clinical Services Regions Countries Provinces Districts Cities Ee Course Holes Facility Types Facility Facility Sub Types 3untry M ame Frovince State Mame District M ame City M ame southem gt Blantyre Blantyre Got By Au dam Wetern a Mamba a Ekwendeni P City Easter sl Embu M mu tt t C District 7 Cental A Kasunga zl Kasungu C Province C County alawi Central Lilongwe isen Aa Esse Machakos Central cl
23. TIMS use the admin login ID and you will have access to the Administration menu which includes the Edit User module described below In this module you can add new users create login names and assign one of two permission levels admin or user Table 6 1 lists the features and their accessibility to administrators and users Reviewing these features and assigning the correct level of privilege to each person with a TIMS login ID is an important step in implementing TIMS successfully within a training program 94 TIMS User Manual Table 6 1 TIMS Features by Permission Level Administration Menu e CCS Customize mies e mie e M open e mue e Eat Custom tooks 1 e DdeeComeEmm e DeeePenonfomaCouse e Delete TrainerftomaCouse 1 e Defense Delete Folowp 1 e e e Delete Assessed Service from a Followup Edit Lookups Database administrators should edit the lookup tables in TIMS before any training program data are entered The data collection forms that were designed following the guidelines in Chapter 5 will determine the values for the lookup tables Filling in the lookup table values according to the values available for selection on data collection forms is essential for standardizing data to be entered This prevents inconsistencies and duplications in values which often occur when users type in each value as data entry proceeds To start entering new lookup table values in Administration Edit Look
24. Training Centers tab is a list of training centers or venues where events are held within the training program This example shows some of the centers at which JHPIEGO has conducted training Facility Services services are healthcare provision activities in which a trainer may be qualified to train and that clinicians working in healthcare facilities can provide Type descriptions of any services in the far right column This example illustrates some services taught by JHPIEGO clinical trainers and provided at facilities in which JHPIEGO trained clinicians work Facility Types Training participants generally work at a facility where they will use the skills acquired through training attended and tracked in TIMS This facility may be a hospital health center dispensary or an administrative office The sample list to the right shows some of the facility types where JHPIEGO training participants work 110 Training Centers dzee Malawi fEmbuProvincislGenerlHosptal 0 Iran o Kuthan Machakos Provincial General Hosta MenDistictHosptal 000000 Nyer Provincial General Hospital 00 Services Descriptions OO EE ms S O T 5 d qo 1 1T Facility Type Bea ome moo Be TIMS User Manual Sponsors Sponsors can be a general or specific list of health facility owners This example shows some facility sponsors for facilities of JHPIEGO participants Assessments F
25. a regular basis For example a manager may need to know who has current clinical skills and is qualified to teach a Malaria in Pregnancy course to midwives and nurses and works near Kisumu Kenya Below are examples of trainer reports that can be generated from TIMS to address such questions A Trainers by Trainer Type Trainer Count by Trainer Type Region Central Africa Country Kenya Province All Provinces District All Districts Trainer Type Number of Trainers Qualified Master Trainer 1 Candidate Master Trainer 1 Qualified Advances Trainer 2 Candidate Advanced Trainer i Qualified Clinical Trainer 10 Candidate Clinical Trainer 13 Qualified Classroom Faculty 1 Facilitator 1 Total Trainers 36 12 TIMS User Manual B Trainer Skills Review by Country Trainer Skills Review by Country Region South Africa Country Malawi Province All Provinces District All Districts Country Malawi Name Chilton Glory Helene Facility Name Malawi College of Health Sciences Zomba Campus National ID J0558243 Address DO Box 122 Payroll ID Cty fomba Other ID Zip Code Home Phone Trainer Type Qualified Clinical Trainer Work Phone 265 522 015 Assessed By Marilyn Long E mail Infection um ention IP m TER 2000 Name Kyser Esther Chely Facility Name Blantyre Family Planning Training Centre National ID Address DO Box 95 Payroll ID Cry Blantyre Other ID Zip Code Home Phone 215475 Trainer Type Candidat
26. a transcript feature for a national FP RH inservice training program Onsite supervision and followup to assess clinical competency months after training can also be tracked in TIMS Transcripts generated from TIMS could be the basis for individual meetings between supervisors and staff for planning future training and deployment Is an obstetrician gynecologist working at the central hospital committed to achieving the level of skill and responsibility required to be a Qualified Master Trainer and then assisting the country s only medical school in revamping their FP RH curriculum Would a midwife working in the capital city agree to deployment to a rural area with greater unmet need if she received training in specialized skills needed most in remote health posts Has an enrolled nurse in a Malawi district hospital been able to successfully use her new skills in infection prevention once she returned to her job after inservice training Program investment decisions can be guided more conscientiously when TIMS is used for discussing plans with individuals as well as for reviewing aggregate reports and planning on a regional and national scale The following are examples of currently available reports useful for planning and monitoring of individual centered training 20 TIMS User Manual A Individual Training Profile Individual Training Profile Oliver Anne Marie Glenda Training Skills Course Date Course Name 27 Nov 1997 Advanced Train
27. copy each of the following files to the directory that you designate a Sample App mdb b Sample Data mdb 5 An icon will be created on the Windows desktop if you select this option 6 To start TIMS 1 Double click on the TIMS icon or 2 Open the application file Sample App mdb in MS Access 7 The first time you start TIMS you will get a message to attach to the data file Browse to the Sample Data mdb file in the designated directory and click OK If the application opens and asks for a password the two files are already attached 8 When prompted for a password enter admin To install and run TIMS from a network for multiple users 1 Place the TIMS CD ROM in each end user s computer CD reader drive 2 The Setup program should start automatically If Setup does not start automatically go to your CD reader drive and double click on the setup exe file 3 Follow the directions given by the TIMS installation wizard 4 This will copy each of the following files to the directory that you designate 30 TIMS User Manual a Sample App mdab install this file on the user s local drive b Sample Data mdb install this file on the network drive 9 An icon will be created on the Windows desktop if you select this option 10 To start TIMS a Double click on the TIMS icon or b Open the application file Sample App mdb in MS Access 11 The first time you start TIMS you will get a message to attach to the data file Bro
28. database to assure that the database can always be accessed using a known login ID Database User Administration ES Database User Administration X Permissions Last Name First Name User Login ID User Brown Cheryl Jebrown Admin Villareal Julia livilareal User Patel Dot apatel Admin Chang Daniel dchana Admin el Cohen Select whether the person dcohen has User or Admin User beh psmythe permissions User Add Uzer Delete User Close iz TIMS User Manual 119 To add a new user 1 2 Click the Add User button Type in the user s first and last names tabbing between fields Tab to the Login ID field This will be automatically created by concatenating the first letter of the first name and the entire last name TIMS will prompt the data manager to manually modify a user s Login ID if a duplicate login ID already exists Specify whether the user will have standard User access or Admin access Administration privileges should be limited to the data manager and a few cross trained personnel Once a new user has been added to TIMS the data manager must give the user her his Login ID so that the user can log in to TIMS Two temporary login IDs admin and user have been assigned for initial use of the system It is important for users to learn and use their new IDs and to keep them private Not only does the login control access to the database bu
29. district Content Course Name Province District Deployment e Export to DBF Reports to create files for import Course Summary by into geographical information system GIS Country Province District software Center Participant and Trainer Summaries by Country Province District Facility e Where are participants trained in specific Participants by Facility Workplace and technical areas working facility name Training Topic Course Name e At what stage are individuals in working toward Individual Training Profile clinical skills and trainer status in which topics Person Profile e Are providers attending complementary and or duplicate courses e What is the contact information and trainer type Person Profile of an individual e What information is available about a Person Profile participant s attendance at a particular course assessment scores costs etc e What are the results of training followup visits Assessment Record for an Individual for a specific course participant TIMS User Manual 3 c Ou E Q 9 Q gt Q A c 2 du 9 Q eg O D How Is TIMS Used to Monitor Training Implementing a health professional training program is a complex undertaking There are usually many potential training participants and limited resources to provide training Healthcare providers faculty and clinical preceptors work in many types of facilities providing and teaching a variety of clinical
30. due to resource limitations Please note that JHPIEGO does offer limited technical support on the versions of TIMS that it releases to users However if local programmers change the Visual Basic code or add new features JHPIEGO is unable to provide the technical resources to troubleshoot use of the software at that stage Please note that it is also a copyright infringement to alter the software codes and modules or to use these modules in another application or database Please contact JHPIEGO at tims jhpiego net if you are interested in seeking training or technical assistance for implementation of TIMS at your organization TIMS User Manual 25 Chapter 2 Requirements for TIMS Implementation TIMS Users within an Organization One of the first questions that should be addressed before adopting TIMS is What human resources are required to incorporate this database effectively into existing planning and monitoring operations for training activities Every organization will need a TIMS implementation team comprised of a program manager a data manager and data entry staff for TIMS There will likely be several other end users and stakeholders who will play critical roles Program Manager The program manager is primarily interested in implementing TIMS for what it will do for the organization from a management perspective The program manager will review the TIMS reports generated by the data manager to make programmatic decisions an
31. for a course 1 Select the person s record using the boxes to the far left of the participant name ES Course Events Form ERG Training Center Site University of Nairobi Course Name No ScalpelVasectomy NSV Training Deliver Group based Course Course Start Date LL Mau JEA Training Focus Clinical Skils o zl Course End Date is d Ma d 1395 Training T apic NoScalpelVasectomy NS af Course Length H Dal zf Training Content 4 Course Description se Region Central Africa Country Kerya ml Province NaiobiArea District Mach Fe Course Trainers T Course Participants Th Award Funding KA Audit Histor Full Mame M ational ID Work Phone Facility Mame District 3 Klug Jozeph Garrett 254 2 7 2636 University of Nairobi Faculty of Medi Mairobi e asesdamesN O 5505 EELER aas o O fEmbuPiesinciafeneral Hospital z Total Participants 3 Add Person Delete Person Preview General Roster Preview Detailed Roster Delete Course Event Close ES Course Events Form c E Training Center Site University of Nairobi Course Name No ScalpelVasectomy NSV Training Deliver Group based Course Course Start Date Mau Dees Training Focus Clinical Skils zl Course End D ate B d Ma d 395 Training T apic NoScalpelVasectomy NS Course Length H Dal Training Content
32. of Health 11982 Current Responsibility I Administratori M anager Clinical Trainer Supervisor Counselor Social Worker FP Faculty Trainer FP Staff Supervisor 4 Health Care Provider Intem Riesident House Officer Other Delete Registration Close 3 Click on the Person s Facility tab and select a facility from the list This list works as described in the Trainer section above 4 Click on the Facility Services tab and enter the following amp Participant Registration Form l l x Full Hame Klug Joseph Garrett Course Mame No S calpel Vasectomy MSW ate E Mau 1385 Training Center University of Mairabi Dr Scores Financial e Custom Fields i Comments e Audit History T Person s Info Tn Qualifications A Person s Facility Pal Facility Services Services Description A STI GTI A Hennatal Care Pare For newborns Record bi Delete Registration Close TIMS User Manual 53 a Check the box if the participant currently provides clinical services b Select from the list the clinical services the participant provides i If the service desired is not on the list you may enter it directly into the list box and press Enter You will get the following message EJ Participant Registration Form _ XJ Full Mame Elug Joseph Garrett Course Mame No Scalpel Vasectomy NS Date 2 Mau 1995 Training Center Uni
33. of standard reports along with several data filters that allow you to specify selection criteria for data to be included in the requested report You may run one report at a time in TIMS 72 TIMS User Manual Reports Menu Geography Source Region Central Africa Training Delivery Group based Course Person s Address Country Kenya n Training Focus Clinical Skills e ames AE Province D Provinces Training Topic Family Planning Multi methad District AI Districts Award TRH C Training Center Course Start Date Between amas z002 AND December 2003 Clear All Description Reports Jarticipant Reports Participant Count Course Reports Participant Count Coverage Reports Participant Count Data Cleaning Reports Participant Count Export to DBF Reports Participant Court Mazda Participant Count Participant Count by Qualification and Province Participant Count by Training Focus Province District Participant Count by Training Focus Topic Content Province District Participant Count by Training Focus Topic Course Mame Participant Count by Training Focus Topic Province District Participants by Facility w arkplace and Course Mame Participants by Facility arkplace and Training Topic Person Profile Report Participant Count by Funding Source and Year Selection criteria for geography is based on the Report Menu s Geography Source
34. report and its specifications from the list TIMS User Manual 83 Additional Reports Master List of Additional Reports The following reports which were shown in Chapter 1 are not available from the Reports Menu but rather from other screens within TIMS e Program Summaries e General Course Roster e Detailed Course Roster e Listing of All Followup Assessment Records e Professional Development e Individual Training Profile e Assessment Record for an Individual Printing Additional Reports The screens from which each additional report can be accessed are shown below Each report can be run by clicking on the printer or report button on the appropriate TIMS Input Edit or Browse screen when you are browsed to the record whose data you would like the report to reflect General Roster for a Course ES Course Events Form E X Training Center Site ema zl Course M ame Advanced Training Skils ATS Training Deliver Group based Course Course Start Date 7 d November 1997 Training Focus Training Skills Course End D ate 2 d December d 397 Training Topic Advanced Training Skils ATS zl CouseLenagh 1 Months KEE EE Course Description oi Province Nairobi Area District Nairobi Je Course Trainers e Course Participants H Award Funding e Audit History Full Name Primary Role Secondary Hole Days Trainer Type H Andrews Dorothy ri Guest Clinical D Sec
35. screen which is described above in the Trainer section 2 Click on the Qualifications tab and enter the following Current Qualification Year Achieved Are you currently providing family planning services Have you ever attended any other family planning training courses Are you employed by the Ministry of Health Year you began working for the Ministry of Health oO 0o0o079909 Current Responsibility Choices must be selected from the available drop down lists for Current Qualification and Current Responsibility Users cannot edit these lists Only the data manager with administrative rights to the database may alter the contents of certain pull down lists lookup tables in the application See Chapter 6 Administration Edit Lookups 52 TIMS User Manual B Participant Registration Form Full Name Klua Joseph Garrett Course Mame No S calpel Vasectomy MSW Date E Hay 1995 Training Center University of M airabi Dr S cores Financial C Custom Fields E Comments en Audit History E Ferson s Info Tn Qualifications Person s Facility SC Facility Services Current Qualification Physician T Pl Make Current ear Achieved 1378 alii Are you currently providing Family planning services kg Check for ves Have you ever attended any other family planning training courses WM Check for yes Are wou employed by the Ministry of Health hw Check for yes Year vou began working for the Ministry
36. should not be used again as TIMS contains an audit trail mechanism that records the login ID of the person who creates or modifies any record These generic login names would be meaningless if reviewed for auditing purposes as TIMS User Manual 31 they are not attached to any individual in your organization See Chapter 6 for more detail on setting up login IDs for new users The Main Menu The Main Menu is the central form for navigating to all areas of the Training Information Monitoring System and will appear after logging in to the application To learn more about TIMS click the About button 32 TIMS User Manual Chapter 3 Input Edit and Browse Data There are four main screens available for browsing searching data entry and editing in TIMS accessible from the Input Data button on the main screen D punt e Courses e Participants e Trainers e Followup Assessments oample data entry forms which can be used to collect the training data corresponding to the TIMS fields provided in these screens can be found in Appendix B of this manual To browse for or input edit course participant trainer or assessment records click on the Input Data button at the top of the TIMS Main Menu This action will open the Data Entry Menu shown below HS Data Entry Menu Participants ai The Followup Assessments button will only be displayed if the data manager has selected it as an option on the Customize
37. the name of the report as saved in the MS Access application file Description This description will appear in the box on the right side of the Reports screen when this report is selected Lookup Table For those reports that require additional criteria using the Next button document the appropriate query or table name Enabled Check this box if you want the report added to the Standard Reports menu Report Query Document the name of the query upon which this report is based Report Row Name Report Row Source Report Title Text entered here will display at the top of the generated report TIMS User Manual 87 j Check which of the filters should be visible for this report your new report programming will have to be such that the filters are correctly enabled i Geography Source li Year iii District iv Province v Course Attributes vi Rank this filter is not used in TIMS currently VII Country k Custom Header Text entered here will replace the Report Title at the top of the report Custom Footer Text entered here will be printed at the bottom of the table after the last line of data m Paper Size Default paper size n Report Criteria o Is Query Check yes if the report itself is a query applies to all data cleaning reports 6 Save the changes 7 Open the TIMS Reports module and the new report should appear in the table 8 Test for accuracy of the report and for functiona
38. work on 38 TIMS User Manual the Current Address information entered for a person not on the Current Facility information 3 Search for the trainer of this course in the database by last name or national ID selecting the appropriate option under the Search By box and entering the first few characters of the respective field Leave this box empty if you want to see the master list of everyone in the database 4 Click on the search LZ button to display a list of individuals who fit these criteria All course participants and trainers previously entered into TIMS will appear in the resulting list The example below shows a search for individuals in Kenya s Eastern province whose last name begins with M 5 Review the resulting list to find the trainer who taught this course Trainers appear at the top of the list followed by all other people in the database who fit the geographic name or ID search criteria 6 If you would like more information on a person in the list before selecting her him as a trainer for this course click the ellipsis button on the far right of the person s record and review the data in the Person s Data Entry form When finished reviewing click the Close button there to return to the Select a Trainer form 7 To select a trainer click on the column to the left of the name and a triangle will show that this individual has been selected 8 Click on the OK button which will return you to Course Even
39. 2 91 254 732 2029 254 732 3837 fsallmani hotmail com Status Active Number of Participants 11 11 TIMS User Manual Person Profile Report Allman Flora Sadie Information for Course Attended General Information Course Mame Clnical Training Skills CTS Center Name Kenva Course Date 3 12 1665 Professional Qualficatron at Time of Regqistration Qualification Nurse Micdwite Year Achieved 1989 bl Are you currently providing family planning services kl Have you ever attended any other family planning training courses kl Are you employed by the Ministry of Health start Year 1993 Responsibility Teacher Educator Instructor Scores d Fin an gal Pre Training Assessment 76 Subsistence Per Diem 34 00 Extrat Mid Training Assessment Ba w Time Off 15 00 Extra Post Training Assessment D Uc Tuition 45 50 Extra3 Other 9 25 Custom Total Cost 103 75 Facility Name Machakos Provincial General Hospital Street Address Box 18 Site Phone Fax City Machakos District Machakos Province Eastern Country Kenya Fostal Code Participant reported providing the folowing services at the above faciity at the time of the course HIV VCT Infection Prevention IP C Assessment Record for an Individual Assessment Record For Gomez Jane Kristian Name National ID Type Date Training Center Name Gomez Jane Kristian 32041770 Facilitative 14 Jan 200 Blantyre Malawi supervision C
40. 29 TIMS is available from two sources mener 29 Starting the Application EE 31 APDICAUON elo WEE 31 The Main Menu 32 Chapter 3 Input Edit and Browse Data 1 ENEE esses eese nans a aaa a ansa ana a naa 33 COWLES m 34 Inp t Edit or E re 34 Add NEW elle 36 BIS SEGUIRE D T TT TS 37 Ada Iranese Io d e El 38 Delete Trainer OM aA GOUESQ EEN 47 Add Paricipants Reie 47 Delete Participant from aC TT 58 AWdrd Jsuridirig EE o9 AUAI TE SUO yas ss acne T T I 60 Sei elen CH 60 INDUUEGIL OF BIOWS aereo E ERR E OE EN ER MIR EM 60 Add New Participants and Trameres nennen 61 Delete Fersol onnon on T LITT 63 TIMS User Manual V Ree EE 64 IniputEdit or BOWS EE 64 Seille te EEN EE 65 Input EdiL Or Ee 65 Entering a New Followup Assessment Record n nannennnnnnnnnnnnnnnnnennnrerrnrnrrnrnnennne 67 Delete Followup Assessment Record cccccecceeceeceeeeeeeeeeeeeeeseeceeceeceeseeseeseees 69 Delete Assessed ServiCO een NE E Ie D EPUM ML MMC BD EM 70 Chapter 4 REDONS EE 72 Standard RE en EE 72 Master List of MS Access Reports cccccssssscssssssssccussusscsesuusesccussuuscsesursusecessas 73 Waster LISCO MS EXGEl REDOING ee 14 Master IES oko REPONS enn nn pl teu Gu bd tevavba itor icr tend Gu ha Ress tr net 75 REN lr 16 F MITING M RODONS E o o o M T DAVING REDON EEN 81 Moding a Saved REDO GE 83 Additional FRODOINS arenan a aa enaeynluon o ed bd UE 84 Master Lis
41. 3 0 18 1995 0 0 0 3 3 4 1 3 0 14 1996 0 0 0 0 3 0 T 1 11 1997 1 0 0 0 3 0 4 1 9 1999 y y 0 3 4 2000 0 3 0 1 0 18 1 0 1 24 Totals 3 3 4 8 29 d 31 Sf Note Persons are counted once only under their current qualification and facility Column totals represent the number of trained individuals of each cadre qualification Row totals represent the total number of persons that most recently took a course in that year Report grand total is the number of individuals trained fitting the selection criteria C Training Center Activity Training Center Activity Report Region Central Africa Country Al Countries Province All Provinces District All Districts Training Delivery All Training Focus Al Training Topic All Course Start Date Unspecthed Center Name Kenya Course Infom ation Tann Delivery Greup based Course Zroanm Focus Training Skila Course Name Course Date Training Topic Course Training Content Course Trainers Advanced Training Skills ATS 27 Now 19987 Advanced Training Skills Prapanng Mew Trainers Dorothy Iris Andrews ATS Course Name Course Date Training Topic Course Training Content Course Trainers Clinical Training Skills CTS 12 Mar 1995 Clinical Training Skils CTS PRH FP James M Masters Nancy Wallingford TIMS User Manual 5 D Trainers and Participants for Course Course Name Training Center Course Length Daysi 3 Course Description Course Trainers
42. 5 Dec 1952 more Allan Flora Sadie Female inform ation Andrews Dorothy Iris Female 29 Apr 1950 on this trainer Record IN 4 1 of 3 L Course Registration md Courses Taught Course Date Training Center d CECAP Training Zl Jan 2002 Queen Elizabeth Central Hospital No Scalpel Vasectomy MS 2 Map 1335 University of Nairobi Record Close 4 By selecting different trainers you will see the list of courses that they taught automatically updated on the bottom half of the screen 5 Click the ellipsis button to the far right of the trainer name to see more information on a particular trainer 6 Edit data on the Trainer Info tab as explained above in the Participant section 64 TIMS User Manual B Participant Allman Flora Sadie First Marne Flora M ational ID j Gender Curent Qualification Middle Name Sadie Payroll ID f Male Wurse Midwife Last Name Allan Other ID f Female Birth Date Deceased M Address del Trainer Info E Clinical Skills Curent Facility amp Custom 2 Audit History i ls This Person a Trainer v Status IC Active Inactive Trainer Type Candidate Clinical Trainer Languages Trainer Type Definitian SS Trainer Type Acquired On 3 February 1 1338 Assessed Llualified By Cynthia Johnson Current Trainer Skills Date of Standardization Comments 20 September
43. Application screen See Chapter 5 Customize Application section for further details TIMS User Manual 33 Courses NPUVEGIES or Browse Cours s E Click on the Courses button which will open the Browse Japan or Browse XX Course Events form Once you have opened this form you Course Events L will notice that the TIMS geographic filter will automatically default to a specific canna In the example below the filter is set to Kenya Regardless of how many courses have been entered into a TIMS database the list Ca always comes up empty until the Search button LI is clicked x Region Central Africa zl Training Deliver Group based Course x County kewa zl Training Focus Clinical Skills M Province oat zl Training Topic Cervical Cancer TC at al z District Mombasa zl Course Start Date Between anum Jha AND December 2002 p Clear All St Du 3 New Event Date CenterName C Course Name Course Date Center Mame Course Mame Close To browse a specific subset of courses from your training program 1 Select from the geography drop down lists for region country province and district to filter on these attributes 2 Select from the Training Delivery Training Focus and Training Topic lists to filter for specific types of courses 3 Specify the date range of interest 4
44. Counselor LJ ZA Nurze Nurse Medical Assistant DI Midwife Midwife Medical Student LJ Midwifery Student DI Mursinig Student LJ lt lt Nursing Midwifery Student Sis Click blue arrows to change the order of columns on the report t RE Click to edit column headings Edit Report Labels Preview Print Close 78 TIMS User Manual 3 Use the blue arrows to reorder fields as you would like them to appear on the report Click on the value and then click the up or down arrow to change the order The default is the order in which they were added from the list on the left 4 Click Edit Report Labels 5 Enter 8 character maximum headers for each column TIMS defaults to the first 8 characters of the value in the lookup list which may not be meaningful to report users and also may create duplicates if there are similar values such as Nursing Student and Nursing Midwifery Student in the list which need to be differentiated on the report Customize Participant Count By Qualification and Year Report Ez Customize Report Labels E Field Name Default Report Label Custom Report Label Administrator Administ Admin IntermzR esident Intem R intern Midwife Midwife l Nurse Nurse Please select the I Cinel F Nurse M idwite Nurse Mi Nrs Midi Medical Assistar Db Gun b Gun 1 Enter a custom header 8 characters or less Medical Student s T Nursing Midvite Physician Physicia
45. Course Events Form will appear 2 Choose a Training Center Site from the drop down list If the Training Center Site where this course was held is not already on the list a Type in the new training site directly into the white box for this field and press Enter b Click Yes when you see the dialog box shown below I Training Information Monitoring System 3 Enter Training Delivery Training Focus Training Topic and Training Content selecting from the drop down lists that appear Users cannot edit these lists You may choose only one delivery focus and topic but more than one content 4 Fill in the formal course name Only the data manager should alter the contents of certain pull down lists lookup tables in the application This feature requires administrative privileges See Chapter 6 Administration Edit Lookups 36 TIMS User Manual 5 Complete course start and end dates and the length of the training course in days weeks or months 6 Enter a longer course description if desired This can be browsed later by clicking the ellipsis _ button 7 Enter the region country province and district where the course was held referring to the training center site location 8 Continue as explained in the sections below to complete data on the tabs for Trainers Participants and Award Funding Delete Course The Delete Course Event button is shown at the bottom of the Course Events form only when
46. E Group based Course w computer assisted learning Group based workshop E On the job Training Other Training Focus Clinical Skils IP Counseling Communication Skills Other Topics Supervision Skils Training Skils Training Topic d Advanced Training Skills T5 E Cervical Lancer Ia ul E Clinical Training Skills CTS E Counseling Communication E Family Planning Multi method E Infection Prevention IF instructional Design ID ub E Maternal and Newborn Health TIMS User Manual Training Content Training Content values must each be connected to a Training Topic in the Edit Lookups section of TIMS As shown to the right at JHPIEGO Adolescent Health is a content area covered in both Family Planning and Counseling Communication courses The training filter in TIMS requires information through the Training Topic level Training Content data do not need to be entered unless they are useful for your program Training Filter Training Content d Adolescents Training Topic Family Planning IMult metbodl i Counseling Communication D ther Antenatal Care Complications nansun Maternal and Newborn Health Beier Care Nommal E Behavior Change Communications a Cervical Lancer Maternal and Newborn Health Counseling Communication Clinical Training Skills ETS E Contraceptive Technology Update CT Counseling Communication E Cou
47. MD Other i Paramedical Physician Assist Secretary or Hec Social Worker CI Supervizor De RK Unknown Record 14 4 5 HI re of 7 Edit Report Labels Preview Print Close 6 Click Close to return to the Report Customization screen The new labels will now be displayed under the Rpt Header column to the right of each field name 7 Click Preview to run the report and view it on the screen TIMS User Manual 79 rpt ualByCountry A4 Report Participant Count by Qualification and Country Province All Provinces District All Districts Training Topic Al Region All Regions Training Delivery Al Course Start Date 9 Unepecitied All Counties Training Focus All County MD Other ER 3 Total 58 Country Admin ClinOff Midwife Nurse NrsMidw Ob Gyn Kenya 1 0 3 3 B H 2 22 2 0 1 Intern Malawi U 3 Li 1 Li 29 Totals 1 3 3 4 D 29 4 31 4 Di Hote Persons are counted once only under their cument qualification and facility Column totals represent the number of trained individuals of each cadre quaification Row totals represent the total number af persons currently practicing in that country Report grand total is the number of individuals trained fitting the selection criteria Page mixi rt Uu al Troubleshooting Value Selections 1 In Step 2 above you may have selected more than eight values One way would have been to select all of the values by using the double arrow or by sel
48. Participant Registration Form E l x Full Hame Klua Joseph Garrett Course Mame No Scalpel Vasectomy NS Date Mau 1995 Training Center University of Nairobi a Person s Info re Qualifications A Person s Facility z Facility Services B Scores Financial e Custom Fields E Comments Audit History Extra 1 Extra 2 Extra 3 Extra 4 Dissatisfied Satisfied Undecided Very dissatisfied Very satished Delete Registration Close 7 Click on the Comments tab Here you may enter your comments on this participant into a large text field For example you may want to comment on additional skills or qualities noted during this course E Participant Registration Form E xj Full Mame Klua Joseph Garrett Course Mame No Scalpel Vasectomy NS Date 2 Mau 1995 Training Center University of Nairobi T Person s Info Tz Qualifications A Person s Facility Lf Scores Financtal Custom Fields B Comments CommentsNotes z Facility Services Audit Histor Ver knowledgable and interested in learning mare Delete Registration Close TIMS User Manual 57 8 After you have finished completing all of the tabs on the Participant Registration Form click OK You will then return to the Course Events Form where you can continue to enter all participants by following the steps above Delete Participant from a Course If you erroneously added someone as a participant
49. Trainer tab When done adding data to each tab click the Close button 2 Making sure you have the correct person highlighted an arrow will appear to the left of their name click the New Registration button to add the person to an existing course Browse Course Participants Region Central Africa zl County AI Counties zl Province Al Provinces Enter Al or Part of Last Mame District Al Districts Persons Full Hame National ID Gender Birth Date JAkins Margaret 4nn 5566384 Female 25 Aug 19549 f llen Colin Lucas 5466973 Male 25 Dec 18952 d Fuser Esther Chely 2245682 Female 23 Oct 1945 Record Wj 4 L Course Registration Courses Taken Course Date Training Center d Elnical Training Skills ETS 12 Mar 1335 Kenya e CECAF Training Zl Jan 2002 Queen Elizabeth Central Hospital Record W 4 Add Person Mew Registration Close TIMS User Manual 61 3 Select the filter criteria for the course to which you would like to add the participant a Region b Country c Province d District e Training Delivery f Training Focus g Training Topic h Date The following example shows Advanced Training Skills courses taught in Kenya x Region Central Africa Training Delivery I Country Kenya Training Focus Province all Provinces Training Topic Advanced Training Skills ATS District DI Distri
50. a participant to a course 1 Click the Add Person button at the bottom of the screen and the Find a Person screen will appear 48 TIMS User Manual ES Find a Person p X Regi E tral Afri egion Central Africa Jei E County Kenya Last Mame National ID Province all Provinces 1 LastName National ID P LastName f NaendlD District all Districts HE 3 M Aw National ID New Person OF Cancel 2 Set the geographic filters for region country province and district to narrow your search to those people you know live in a particular geographic region These filters work on the Current Address information entered for a person not on the Current Facility information 3 Search for each participant of this course in the database by last name or national ID selecting the appropriate option under the Search By box and entering the first few characters of the respective field Leave this box empty if you want to see the master list of everyone in the database 4 Click on the search button to display a list of individuals who fit these criteria All course participants and trainers previously entered into TIMS will appear in the resulting list The example below shows a search for individuals in Kenya 5 Review the resulting list to find the participants who attended this course Note that this list shows only name and National ID unlike the Select a Trainer search results explaine
51. a user has signed into TIMS with administrative privileges or Admin rights Course Events Form xj Training Center Site Blantyre Malawi Course Name Training Deliver Group based Course Course Start Date Training Focus Clinical Skills Course End Date Training Topic Infection Prevention IP S Course Length Training Content Course Description rl Region Country Province District E Course Trainers Si Course Participants dh Award Funding KA Audit History Infection Prevention lf 7 B January 2000 20 lama 4 Fa 2 South Africa Malawi bi Southern Blantyre Full Mame Primary Role secondary Aole Days Trainer Type EE Andrews Dorothy Iris Lead Trainer 7 T Qualified Master Trainer e PS Chilton Glory Helene Guest Lecturer e Qualified Clinical Trainer d Total Trainers 2 Add Trainer Delete Trainer Preview General Roster Preview Detailed Roster 1 Click Delete Course Event Training Information Monitoring System Delete sot ed Close Delete Current Course Event Deleting this course event will also delete any corresponding persons and trainers registered For this course Do vau wish bo continue Yes No TIMS User Manual 37 2 Click Yes to delete the course and associated participants and trainers who have been added to the course Note Information f
52. agency budget or award providing training Year Review These TIMS Reports e What types of providers were trained and Participant Count by Qualification and Year when Training Center Activity Master List of Courses e What courses has the program overall and each training center provided over time e Which trainers taught and which course General Course Roster participants attended a specific course Detailed Course Roster e Which course participants have received a Listing of All Followup Assessment followup assessment of their skills Records e How many trainers of each rank or type has the Trainers by Trainer Type program trained e What type of trainers has the program Trainer Skills Review by Country developed what can they teach and how can contact them Program Summaries e Where country province district facility do the Participant Count by Qualification and training participants currently provide services Country Province District Coverage Reports by Region Country Province District Facility e For what types government NGO private of Participant Count by Facility Sponsor and employers do the training participants work Year e In what types of health facilities hospitals health Participant Count by Facility Type and centers etc do the training participants work Year e Where are participants trained in specific Participant Count by Training Focus Topic technical areas working province
53. ahead about whether you plan to add distance learning computer assisted learning or on the job training to your program if you aren t doing these yet 2 What levels of geography are used in your country Starting with country you have two additional coded fields for data entry and filters Do you use provinces and districts Regions and parishes Districts and municipalities 3 What topics are taught in your courses You have three levels Training Focus Topic and Content Thinking ahead about hierarchy and categorization will make your database and reports more useful Data entry staff will choose Other if you don t have the categories specified in advance How useful would Other be to the Ministry of Health as a category on a quarterly training report 4 What unique identification numbers for individuals are used in your country such as national personal identification numbers PINs healthcare provider IDs or employer IDs Think about the universality will all participants and trainers have this ID as well as whether people recall it and whether they will want to share it If it is an ID used for tax or credit reporting purposes people may be more reluctant to share this number The purpose of IDs is to differentiate individuals in the database which is especially important in countries where several last and first names are common and where people tend to leave their date of birth blank on data entry forms or fill in differ
54. ames and districts for convenient browsing 6 Course Events Form E S X Training Center Site University d Neit Course M ame No ScalpelVasectoms WE Training Delivery Group based Course Course Start Date 2 d Ma Ju 1995 Training Focus Clinical Skils zl Course End Date B d Ma d EJ Training Topic NoScalpelVasectomy NS Course Length H Dal Training Content Course Description oe H Region CentralAfica J Country Eewa zl Click Province NaiobiArea here to District Mach select a Fe Course Trainers Course Participants Tb Award Funding KO Audit History Click for more person to Full Name M ational ID Work Phone Facility Mame District d t A Klug Jozeph Garrett 254 2 7 2636 University of Nairobi Faculty of Medi Mairobi inform ation elete Masters JamesN LEE University of NavabiFaculy of Medid Narob O about this Das ll Eb Provincial General Ht participant Total Participants 3 Delete Person Preview General Hoster Preview Detailed Hoster Delete Course Event Close Click the ellipsis H button to the far right of the participant s name on the list to display the Participant Registration Form If you erroneously added someone to a course you can select the person s record using the boxes on the left and then click the Delete Person button To add
55. ant Count by Facility Sponsor and Year 2 Participant Count by Facility Type and Year 3 Participant Count by Funding Source and Year 4 Participant Count by Qualification and Country 5 Participant Count by Qualification and District 6 Participant Count by Qualification and Province f Participant Count by Qualification and Year 8 Participant Count by Training Focus Province District 9 Participant Count by Training Focus Topic Content Province District 10 Participant Count by Training Focus Topic Course Name 11 Participant Count by Training Focus Topic Province District 12 Participants by Facility Workplace and Course Name 13 Participants by Facility Workplace and Training Topic 14 Person Profile Report TIMS User Manual 125 Trainer Reports 1 2 Trainer Count by Trainer Type Trainer Skills Review by Country Export to DBF Reports 1 2 3 4 5 6 8 9 Course Summary by Country Course Summary by Province Course Summary by District Course Summary by Center Participant Summary by Country Participant Summary by Province Participant Summary by District Participant Summary by Facility Trainer Summary by Country 10 Trainer Summary by Province 11 Trainer Summary by District 12 Trainer Summary by Facility Available from Browse Screens Es de I9 E o General Roster for Course Detailed Roster for Course Individual Training Profile Listing of All Fo
56. ase This limitation is a result of a choosing MS Access over a software package with more robust replication features such as SQL Server as a platform for TIMS in order to maintain it in a desktop environment not requiring human resources with SQL Server skills for maintenance as well as b allowing customization of lookup lists TIMS User Manual which generate global unique identifier GUID values for each new item on the lookup table Due to this limitation all data must be entered into one TIMS file which can be shared by multiple users on a local area network LAN Over long distance you may want to try PC Anywhere or another such program to access a TIMS database remotely Connectivity and bandwidth would be the limiting factors for this activity e IMS has no wizards or utilities to modify existing data entry screens or reports or to create new ones However there are 12 extra or custom fields included in the TIMS application which can be adapted to users needs by following the instructions in Chapter 6 of this manual Proficient programmers may make unneeded fields invisible and create new reports based on existing data elements and add to the Reports Menu using MS Access 2000 tools JHPIEGO does track user requests for new features and when new fields or reports are included in a new version all users can upgrade to the new version and take advantage of the changes requested Not all changes requested are possible
57. ayroll ID for two people you will get one of the error messages shown below Training Information Monitoring System 4 X D 1 This MatianalID exists For another person in this database Please enter a different MatianalID Training Information Monitoring System m r A This PayrollID exists For another person in this database Please enter a different PayrollID With regard to other data that also run the risk of being duplicated you will need to browse and search for the records by pertinent search criteria to ascertain whether the data were previously entered This step will prevent duplication of persons courses and followup records in the database These can be unwieldy to unduplicate during data 46 TIMS User Manual cleaning later so proper searching at the time of data entry is strongly recommended especially when multiple data entry staff are entering data over time Delete Trainer from a Course If you added someone erroneously as a trainer for a course 1 Select the person s record using the boxes to the far left of the trainer name E ES Course Events Form E X Training Center Site Blantye Malawi rz Course Mame Infection Prevention IPF Training Delivery Group based Course Course Start Date Dr d anam 2000 Training Focus Clinical Skils zl Course End Date ER d amas d 2000 Training Topic Infection Prevention IFP Course Length H Dal T
58. button Training Information Monitoring System BE x x Are vau sure vau want to delete Counseling as an assessed service For this person Yes Mo 3 Click Yes to confirm the deletion TIMS User Manual 71 Chapter 4 Reports Benons Selecting the Reports button on the main menu will allow Reports Create Print EU users to run 23 standard MS Access reports 2 based on summary Reports courses 2 trainer reports 5 coverage reports at various levels of geography and 14 participant reports In addition there are 12 Export to DBF reports that can be used to make TIMS data available for importing into other software packages such as geographic information systems GIS to create training maps The Reports module also offers 14 data cleaning reports useful for data managers There are 5 additional reports available from the browse screens in the TIMS application There are a total number of 54 reports available in TIMS Chapter 1 of this manual contains reports from a sample database created at JHPIEGO for training purposes Table 4 1 Location Format Type and Number of TIMS Reports Location Format Type Reports Module MS Access Courses Trainers Coverage Participants MS Excel Data Cleaning Export to DBF Browse Screens MS Access Courses Assessments Person Total Number of Reports Available in TIMS Standard Reports Entering the Reports module of TIMS you will see a list
59. cilitative supervision Facilitative supervision Facilitative supervision Facilitative supervision Monthly Supervision Visit Facilitative supervision Date Training Center Name 24 Feb 2000 Meru District Hospital 3 Jun 2000 Machakos Provincial General Hospital AUg 7001 Blantyre Malawi 14 Jan 2007 Blantyre Malawi 15 lun 2001 Meru District Hos pital D Aug 2001 Ku Chawe Inn 18 ov 7000 Embu Provincial General Hospital 21 Feb 2001 Embu Provincial General Hospital Trainer Skills A key characteristic of a sustainable national family planning reproductive health FP RH training program is that it builds the clinical and training skills of proficient providers into cohorts of trainers of various levels geographically distributed across the country In the JHPIEGO Faculty and Trainer Development Pathway qualified clinical advanced and master trainers are developed to train future generations of clinicians clinical trainers preservice faculty and clinical preceptors see Figure 1 2 10 TIMS User Manual Figure 1 2 Faculty and Trainer Development Pathway Candidate Clinical Trainer Practicum conduct a clinical skills course classroom and clinical with an Advanced or Master Trainer Qualified Clinical Trainer Advanced Training Skills group facilitation problem solving clinical decision making coaching new trainers Candidate Advanced Trainer J Practicum co
60. creen 2 At this stage you are looking for the person who was assessed Set the geographic LD and last name or National ID selection criteria for persons and click the search button Add a New Person if needed 3 Choose the person who was assessed and click on OK The Followup Assessment Data Entry screen will appear 4 Enter the followup assessment date 5 Select the Facility Name where the followup assessment visit is taking place Users must choose from the existing facilities in the list 6 Select the Training Site where this individual gained the skill to be assessed Users may add to this list Select Yes to confirm additions 7 Select the Followup Assessment Type by choosing from the existing list You may add new types to the list by typing directly into the white text box Select Yes to confirm additions Full Name Dietz Andrew Christopher a oa Followup amp ssessment D ate l August Tl 2001 Facility Name Kamuzu College of Nursing Blantyre Campus zl Training Site Blantyre Malawi zl Followup Assessment Type Faciltative Supervision ss Assessed Services Lei Audit History I T Whi r ra Mystery Client visit is mot in thelist Are vau sure you want to open a Form Eo add it Ea the list Add Assessed Service Delete amp ssessed Service Preview Followup Assessment Record Delete Followup Assessment Close TIMS User Manual 67 8 Click Add Assessed Service at the bott
61. cts Course Start Date Between AND zl Clear All Got By Ap Date C Center Name Course Mame Click here Course Date Center Name Course Mame Si to VIEW KI Nov T kenns Advanced Training Skills ATS KEE additional course information OF Cancel 4 To view the details for a course click on the ellipsis _ button to the right This will open the Course Events Form All of the relevant information for that course will be displayed 5 Select the course in which you would like the participant to be registered and click the OK button at the bottom of the screen to open the Participant Registration Form 62 TIMS User Manual 6 Enter the participant s information into each tab Click Close when finished You will then return to the Browse Course Participants form and find that the course you selected has been added to your participant s list 7 Continue to click Close until you have returned to the Main Menu Delete Person The Delete Person button is shown at the bottom of the Participant form for those signed into TIMS with either Admin or User privileges E Participant Krause Francis i X First Marne Francis Hational ID Gender Curent Qualification Middle Name Payroll ID P Male Physician Last Name Krause Other ID Female Birth Date E f November TE Deceased l amp Address KS Trainer Info Clinical Skills Curent Facility amp Custom ai Aud
62. d will also assure that adequate computer and human resources are available to keep the database current and accurate This individual will work closely with the data manager to discuss frequency of reports and the essentials of data quality for TIMS and will likely supervise other TIMS team members The program manager should become familiar with the What human resources are contents of this manual especially Chapters 1 4 and 5 required to incorporate and the Appendices The more that s he is aware of the MS effectively into potential of TIMS the more utility s he and the organization existing planning and will derive by communicating data flow and reporting monitoring operations for needs to the data manager assuring that staff receive training activities completed TIMS forms after training events and keep up with data entry and reviewing the needed reports on a Program Manager regular basis to make key decisions A key responsibility is to assure that data are collected from trainers and participants at every training event within the scope of the TIMS database over time Policies and procedures will need to be put in place by the program manager and other stakeholders in the organization for TIMS data collection to become institutionalized e Data Manager e Data Entry Staff Data Manager The data manager or a monitoring and evaluation staff member will be interested in implementing TIMS largely to bring tog
63. d Llualified By wiliam Everett Current Trainer Skills Date of Standardization Comments a ub O 14 2 March G IFEN r 14 March 7 1897 30 September f 1997 a0 Septenber 15a E L r 1 EN Preview Delete Person Close Training Profile 5 Enter Clinical Skills these are skills that the healthcare provider can perform competently The date of the skills competency assessment should be entered RS Persons Data Entry E X First M ame Colin M ational ID 572662 Gender Curent Qualification Middle Name Lucas Payroll ID 145271455 Male Physician Last Name Allen Other ID Female Bith Date 25 December 1952 Deceased l Ra Address T Trainer Info El Clinical Skills Current Facility amp Custom ai Audit History Skill Status Date Comments a Counseling 12 February 2002 B Cervical Cancer zh April 2001 IUD 4 November gt AT 1998 L Infection Prevention IF D 2 December 1335 2 oe ee er rT dmm I 4 A A LEd of 4 Preview Delete Person Close Training Profile 42 TIMS User Manual 6 Enter Current Facility data a Choose a facility from the list by typing in the first few letters TIMS will automatically search for and bring up the facility that matches the first few letters entered If no facility matches are found TIMS will allow you to enter a new facility into the databa
64. d above which also listed trainer status and type 6 If you would like more information on a person in the list before selecting her him as a participant in this course click the ellipsis button on the far right of the person s record and review the data in the Person s Data Entry form When you are finished reviewing click the Close button there to return to the Find a Person form 7 To select a participant click on the column to the left of the name and a triangle will show that this individual has been selected TIMS User Manual 49 E Region E tral Afri egi entra rica CH By Country Kenya EE SN l Last Name C National ID Province DI Provinces District All Districts lick for Click to Name National ID more WmsMagae m JEE al 4 add this allen Goeres E E moan participant W kusevEstherChey ees about this to the k person course New Person OF Cancel 8 Click on the OK button which will open the Participant Registration form If you don t see a needed course participant on the Find a Person list you must add her him to the database s master person list before selecting the person as a participant for the course by clicking the New Person button See steps in the Trainer Section above 50 TIMS User Manual E Participant Registration Form x Full Marne Klua Joseph Garrett vs Course Mame Ma Scalpel Vasectomy MS Date 2 May
65. d be the same as if you left both fields blank TIMS User Manual e Award You may choose only one funding award per report If you leave this filter blank courses taught by any award or with an unspecified award will be returned in the report Click on the Clear All button to reset all of the report data filter selections Printing Reports 1 Set the data filter criteria for the requested report using the drop down boxes at the top of the Reports screen 2 Select a report by highlighting its title in the list on the left of the screen 3 Choose the paper type that your printer supports TIMS defaults to A4 paper each time you enter the Reports module 4 Notice the options given at the bottom right of the screen There will be different options available for each report a Next Click to advance to the next screen to specify further options needed before TIMS can run the requested report b Preview Click to run the report and show it in a new window in TIMS for review before printing c Print Click to run the report and send directly to the default Windows printer without previewing d Close Click to close out of the Reports screen and return to the Main Menu Next Specifying Further Information Several standard reports need to be further specified before they will run The example below is for the Participant Count by Qualification and Country report 1 Click the Next button to open a report cu
66. e No Scalpel Vasectomy I Competent 3n P Bndrews Dorothy riz nfectian Prevention IP Hot Competent k Competent Click to change the assessor s Click to select the result of the assessment Add Assessed Service Dei Preview Followup Assessment Record Delete Followup Assessment Close 12 If you would like to change the name of the assessor click on the ellipsis button to the right of the name and select the correct person using the Find a Person search screen 13 To view or edit the assessor s information click on the ellipsis 1 button to the right of the Result column This will allow you to browse and make changes to the Person s Data Entry form Delete Followup Assessment Record When signed into TIMS with Admin privileges you may delete entire Followup Assessment Records for individuals 1 Browse to the Followup Assessment Record you would like to delete TIMS User Manual 69 Click to browse and edit the assessor s personal information E Followup Assessment Data Entry Full Mame Dietz Andrew Christopher ee Followup Assessment Date fi August bi dam Facility Marne Kamuzu College of Nursing Blantyre Campus f Kach Training Site Blantyre Malawi m Followup Assessment Type Faciitative Supervision 3f Assessed Services Audit History Assessor s Ful Mame Service Result V andrews Dorothy Iris LJ Infecti
67. e Course Start Date Training Center Site Training Delivery O Group based Course day month year O Group based Course with computer assisted Course End Date learning day month year Group based Workshop O0 Group based Workshop with computer assisted Course Length days weeks months circle one learning EN O On the job Training Course Description O Other specify Country Province District Training Focus Topic Content M Check only one Training Focus a e amp one Training Topic within that focus Adolescent Reproductive Health Counseling Gender sexuality Decision making negotiations Interpersonal Family Planning contraceptive technology relations communications Other specify Cervical Cancer Counseling Service Provision Family Planning Adolescents LAM E Counseling Minilaparotomy non clinical Mul i method HIV AIDS NFP Fertility Awareness methods pills Infection No Scalpel Vasectomy condoms Prevention Norplant injectables IUD STIs GTIs Co S Maternal amp Newborn Health Antenatal Care Infection Prevention Newborn Care Other Complications Interpersonal Normal specify M Check all relevant training content within the Training Topic Cryotherapy VIA Reversible Other specify nonsurgical Antenatal Care Normal Decision Making HIV AIDS MTCT Communications Intrapartum Care Complications nonsurgical Intrapartum Care Normal Life Saving Skills Malaria Managing Sur
68. e Clinical Trainer Work Phone 42174 Assessed By WNatalie Morton E mail Injectables 3 Mar 1994 Deployment One of the primary goals of clinical training is to produce proficient healthcare professionals for deployment where specific skills are needed Populations in different areas of a country may have different needs based on whether they are urban or rural or if various diseases are endemic to some areas and not others Healthcare facilities owned by government or private entities have different numbers of trained staff as will the different levels of facility such as central or district hospitals health centers maternity clinics health posts and dispensaries In common however is that all have needs for qualified personnel to deliver healthcare services to their target populations A facility s client attributes or case mix assessed outside of TIMS will determine whether there is a specific need for expertise in given services like family planning multiple short term methods or long term methods like IUD insertion or minilaparotomy counseling and testing for HIV or postabortion care For qualified staff to be matched to fill clinical positions for specific target population needs TIMS can be queried to identify potential candidates for currently unfilled clinical positions or for succession planning A funding agency or central ministry also may want a training program to show it has benefited the country in an equitable man
69. e Current Facility tab on the Person s Data Entry form and is where the person is currently providing services This is the default setting as most training programs are concerned with where trained personnel are providing services rather than with where they reside Training Center This is the place where all of the participants gathered to take the course which may be a hospital preservice institution conference center or hotel e Geography Region Choose a specific region or All Regions If you choose a specific region Country Province and District will be enabled for selection Country Choose a specific country or All Countries If you choose a specific country both Province and District will be enabled for selection Province Choose a specific province or All Provinces District Choose a specific district or All Districts e Course Attributes You may choose only one value in each of the delivery focus and topic filters for each report Leave the selection box blank to default to all values 76 Training Delivery Training Focus Training Topic Date Range For best results fill in both the Between amp AND dates for courses that you would like included in the report By filling in only the Between month and year the report will be limited to courses with start dates during that month If you fill in only the AND month and year all courses in the database will be included which woul
70. e Kristian alton Allison Nancy lug Joseph Garrett user Esther Chely allory Imelda asters James M ills Alcia Karen Molson Julia Central Africa Kew e 7 Last Name National ID D Provinces Bil Districts cl i ualified Master Trainer andidate Clinical Trainer ualified Master Trainer ualified Clinical Trainer ualified Clinical Trainer andidate Advanced Trainer andidate Clinical Trainer andidate Advanced Trainer ualified Clinical Trainer andidate Advanced Trainer andidate Clinical Trainer ualified Clinical Trainer andidate Advanced Trainer andidate Clinical Trainer ualified Advanced Trainer ualified Clinical Trainer andidate Clinical Trainer andidate Clinical Trainer a 2bb2 i iil Ip D Lal GEN iD i Val Bro es CJ 00 e eo T Cea cx T32041 777 p n Go cn ae E e e cp jr BAR RR Ba Go oO e e E XE 03 E C OF Cancel 8 The trainer whom you just entered should now appear on that list and can be selected and added to the course Once you have selected the trainer press OK The trainer will now appear on the course data entry form as shown below At this time you may 9 Specify one or two trainer roles for each trainer 10 Enter the number of days each trainer taught at the course TIMS User Manual 45 BS Course Events Form E x Training Cen
71. ect the views of the U S Agency for International Development Acknowledgments We gratefully acknowledge the Training in Reproductive Health TRH Project and USAID for ongoing support and funding for the Training Information Monitoring System TIMS development and implementation The conceptualization and early versions of TIMS originated from information systems work being done by the JHPIEGO Research and Evaluation Office Dr Lynne Gaffikin John McGrath Tamara Smith Dr Susan Griffey and Kyahn Kamali We thank the TRH Project in Nepal Kenya and Indonesia for spearheading the first field implementations of TIMS In addition to its use to house JHPIEGO s global training data at the JHPIEGO headquarters in Baltimore Maryland TIMS has been implemented at JHPIEGO country offices in Kenya Malawi Indonesia and Nepal as well as by the following governmental and nongovernmental partners e HOPE worldwide South Africa e Indonesia National Clinical Training Network e Jamaica Ministry of Health Manpower Planning amp Development Unit Southeast Regional Health Authority Western Regional Health Authority Caribbean Regional VCT Program e Malawi Ministry of Health Reproductive Health Unit e Nepal National Health Training Center We are grateful for the above adopters of the system who participated in user requirements research identifying needs for further software development which guided design specifications programm
72. ecting more than eight individually Either way you will get the following error message Customize Participant Count By Qualification and Country Report Select Saved Report Report Maintenance New Save As Chosen fields Please select the fields for the repart Nursing Student Nursing Midwifery Student d Move all Move the selected value from the list at the right back to the left A jonist Et the right back to I the list on the left Edit Report Labels 80 Hot Header Nursing Nursing Ob Gyn Other Physic Physic Secreta Social Statist Superi Unknown TIMS User Manual 2 f you try to select Preview or Print to run the report you will see the following Training Information Monitoring System X r i Vou have selected 23 Fields The maximum number of Fields is 8 Please reduce the number of Fields by 15 3 Click OK and proceed to remove the values using the single or double arrows as needed eventually arriving at eight or fewer columns for the report Saving Reports For reports that require you use the Next button you may save the additional specifications entered for future use This will allow you to select the up to eight values to appear as data columns and change the column headers for each value only once and re run the report on a regular basis Please note that the report specifications saved are limited to those
73. ed some draft data collection forms fill a few out and ask your data entry staff to try entering some sample data from them Elicit their feedback on the design of the forms at this stage to assure an optimal layout for future data entry Sample forms are included in Appendix B of this User Manual and in electronic form in both MS Word and PDF format on the TIMS installation CD to get you started with designing your training program s forms It will be easier to start with the sample forms and change and delete the content as needed to adapt them to your training program TIMS User Manual 93 Chapter 6 Administration The Database EEN Menu Clicking the Administration button in the Main Menu opens the Database Administration Menu shown below TIMS www Includes database administration features designed specifically for the data manager to customize TIMS for programmatic use When assigned Admin privileges in TIMS the data manager will have security rights to access certain administrative tools described in this section Persons assigned User rights will not be able to access all of these utilities There are six administration features edit lookups customize application edit labels edit reports edit users and edit custom lookups E Database Administration Menu IINE Edit Lookups Edit Standard Lookup Table Values Customize Application Enable Disable Functions and Tabs When first logging in to
74. ent dates of birth each time they are asked Think twice before creating your own training program ID numbers as these are easily lost or forgotten and will thus lose their utility Generating the unique numbers will also generate new clerical work for program staff without necessarily being a good solution TIMS User Manual 89 5 Which organizations fund training in your country Think about all funding agencies not just the ones from which you have funding now If you were to be awarded a grant next year from another donor you don t want to have to change your forms then to add it Participant Registration Form 1 O oO see ep What levels of geography are used in your country Starting with country you have two additional coded fields for data entry and filters Do you use provinces and districts Regions and parishes Districts and municipalities What unique identification numbers for individuals are used in your country such as national personal identification numbers PINs healthcare provider IDs or employer IDs Think about the universality will all participants and trainers have this ID as well as whether people recall it and whether they will want to share it If it is an ID used for tax or credit reporting purposes people may be more reluctant to share this number The purpose of IDs is to differentiate individuals in the database which is especially important in countries where several last and first names are co
75. entered on this customization screen and do not include the report selection criteria Geography Source Geography and Course Attributes from the initial Reports screen which must be set each time you run a report The example shown below is for the Participants by Qualification and Country Report 1 Select all of the columns and edit the report labels as you wish them to appear on the report 2 Preview the report to assure the layout is acceptable 3 Click the Save As button at the top of the screen under Report Maintenance 4 Enter a new name for the report If you enter a name already in the list TIMS will ask if you want to overwrite that report TIMS User Manual 81 Select Saved Report Report Maintenance Qualification and Country Save Save As Rename Delete Save Report As l Enter a name for your customized report Quarterly Report tor MOHP Please select the fields for Apt Header ObGyn Administrator MD Ausiliary Nurse ntemzHesiden Intem Clinical Officer 3 Horses Midwife Mraz Midi Counselor 0 Nurze Nurze Medical Assistant DI Midwife Midwife Medical Student D Midwifery Student LI Mursinig Student LI lt 4 Nursing Midwifery Student i0 Uther 1 t AT RE Edit Report Labels Preview Print Close 82 Click OK to save the new report Create any additional custom reports selecting different col
76. er his name An arrow will appear to highlight that record The courses the person has taken will appear in the Course Registration section at the bottom of the screen 60 TIMS User Manual 5 For more information on a person click the ellipsis _ J button on the far right of the person s record The Person s Data Entry screen will appear for viewing and editing personal information Click Close when done 6 For more information on a participant s registration for a particular course click the ellipsis l button on the far right of the course record The Participant Registration screen will appear for viewing and editing Click Close when done Add New Participants and Trainers Normally you will enter entire courses at one time adding all trainers and participants to the course at the same time that you specify the course training site content dates and funding However TIMS also allows you the flexibility to directly enter new people into the database If you search for a participant whom you know took a particular course and do not find the person in TIMS for example you may add her him and then connect the person to that course Or you may want to enter a person into the database simply because you know that this is a trainer who may be available to teach a future course 1 In the Participants module click on the Add Person button to open the blank Person s Data Entry screen If the person is a trainer enter the data into the
77. ervical Cancer Dorothy Iris Andrews Compete nt Infection Prevention p Calin Lucas Allen Hot Competent TIMS User Manual 23 Limitations of TIMS Just as important as knowing what you can monitor with TIMS is knowing what you cannot monitor and what software features are not available in the current version of TIMS If your organization is looking for the following features you will need to seek an additional software tool or tools or wait for a future version of TIMS if the features of interest are intended for development 24 TIMS does not have an undelete feature TIMS is an MS Access application and inherits its inability to undelete once you have confirmed deletion of records TIMS does prompt users that select the delete button to confirm each deletion as a safeguard TIMS does not have a master facility list feature that would allow you to list healthcare facilities where there are no trained providers TIMS reports show only facilities where at least one trained provider is working If you print the facility report you would need to compare it to a master facility list to determine the facilities where no trained providers or trainers are currently deployed TIMS does not allow you to assign a person to more than one current facility In some settings one clinician will rotate to several clinics in a given week or month for example In TIMS you must specify one current facility which will be used in participant and co
78. esidential as well as work address from each healthcare provider being assessed or who is assessing someone else s skills How many lines are needed for the street address Is a postal code used in your country o OY o Do you want to ask for residential as well as work phone numbers 7 Should you ask for e mail addresses 8 In which types and subtypes of healthcare facilities do your healthcare providers and assessors work 9 What are the sponsors of healthcare facilities in your country 92 TIMS User Manual 10 What type of followup visits do you offer to training participants healthcare providers Six month post training visits Quarterly supervision visits Formal evaluations 11 Which clinical services do you assess during these followup visits 12 How do you code the results of each assessed service Pass fail Competent not competent In several levels Numerically by percentage of skills performed correctly 13 Is there additional information on each person regardless of whether participant trainer or assessor which you want to collect You have four coded text fields available for this Layout The layout of the data on the forms should also match the TIMS screen layout as much as possible for ease and consistency of data entry When entering stacks of data from printed forms it is best to have the same order as well as the same data labels or captions on the form and on the screen Once you have design
79. esources Office in Baltimore for their editing and desktop publishing support Versions The Training Information Monitoring System TIMS was initially developed by JHPIEGO and FMS Inc Version 3 70 was completed in December 2000 Vector software Inc performed software development upgrades from version 3 71 through 4 66 The latter version was released in May 2002 After further software enhancements performed by The ACI Group Inc JHPIEGO released version 5 00 in May 2003 and version 6 00 in December 2003 Source and version information can be accessed from the About button on the TIMS main menu iv TIMS User Manual Table of Contents PACKTIOWICO GIN GINS uscire E kx E E EE EEE EE ud e Fudd Rad EE iii VOFSION EE iv LISTO i p cie Bed vii ESSE OF FIOUFGS EE vii How to Use Ihis E TEE 1 Chapter 1 Benefits of Using TIMS eege 2 How Is TIMS Used to Monitor Training seeesee ree eene enne 4 Begleet SUIMIMNATICS EE 4 WET UE 10 Reen E 13 Professional Development 20 Limitations or KE 24 Chapter 2 Requirements for TIMS Implementation eeu 26 TIMS Users within an Organization eeseeeeeeeeee eee nennen nennen 26 Programi e get T 26 RR lat Let 26 RER ol gi A EE 2 Aadiuornal ETS EN 28 Installation Instructions kee KREE EN eee eeeeeeeeaeeaeseeseeseesensensensonsonsonsonsoneoneneess 28 SL Melen Tu 28 TMS Applicaton NASA AON EE
80. esponsibilities of trainers during a training event This example shows potential roles for a trainer during JHPIEGO courses which include demonstrating a clinical procedure giving a guest lecture or taking the lead responsibility for the course Explanations of each course role may be typed in the Description column The ellipsis button to the right of the Description box opens a larger screen where the description can be entered and edited 108 TIMS User Manual Course Participants Qualifications Qualification refers to the professional educational background or certification achieved by individual participants in training events This is an important field for several standard TIMS reports as it allows training programs to track the professions of people they have trained This Edit Lookups screen lists some of the clinical and related health sector qualifications of JHPIEGO training event participants Descriptions can be added for each qualification optional Responsibilities The Responsibilities tab provides space to list the job responsibilities or specific job titles of training event participants This list shows various job titles or professional categories of health sector workers This field is in contrast to the educational background or credential shown above under Qualifications TIMS User Manual Qualification Description Responsibilities Description 109 Training Centers The
81. esult P Chiton Glory Helene No Scalpel Vasectomy If Competent e Add Assessed Service Delete Assessed Service Click here to generate report Preview Followup Assessment Record Delete Followup Assessment Close 86 TIMS User Manual Creating New Reports Training program managers may wish to query the TIMS database for specific data that are not provided in the standard or additional reports sections listed above TIMS Entity Relationship E R diagrams created in MS Visio are included in the Technical Documentation section of the TIMS installation CD for the purpose of teaching programmers the table structures and relationships of the TIMS database Note Only advanced Visual Basic and MS Access programmers should attempt to use this feature of TIMS because it involves opening and modifying the TIMS application file The process for creating new reports would be 1 ST den e Study the TIMS E R diagram In the TIMS application file create a new query in query design mode In the TIMS application file create a new report based on that query To add the new report to the TIMS Standard Reports menu open the TIMS application file ztblReports table in datasheet view Add a new record at the bottom of the table with the following data a Display Name This name will appear in the list in the box on the left side of the Reports screen Access Name Document
82. et to read only The database TIMSdata mdb is the Microsoft Access 2000 file that contains all of the tables that will store your training data The TIMS application TIMSapp mdb is the Microsoft Access 2000 file that contains all of the data entry forms reports code and menus that connect and interact with the training data tables A copy of the TIMS application should be stored on the hard drive of each user s computer whereas the data file should be stored in a central location on the network Each user will use the TIMS application to connect with the database It is extremely important to keep the computer where TIMS application and data files are housed virus free and to back up the data on a regular basis to assure that all of the time invested in entering data is not lost Some organizations back up their network drives nightly so even if a single user is inputting data into TIMS it would be a good idea to keep the data file on the network to assure that there is more than one copy of the data in the event of any file damage JHPIEGO also emphasizes the importance of offsite backups To install and run TIMS from a desktop for a single user 1 Place the TIMS CD ROM in your computer s CD reader drive 2 The Setup program should start automatically If Setup does not start automatically go to your CD reader drive and double click on the setup exe file 3 Follow the directions given by the TIMS installation wizard 4 This will
83. ether training data that historically have been collected in different ways by different trainers or training sites perhaps some in paper format and some electronic Before implementing TIMS training participants are often tracked by filling in sign in sheets or registers at each training session and these sheets are either filed as is or typed into an MS Word or Excel file Then at annual report time these lists need to be brought together for analysis This process is far from seamless when a database application is not used and often very sparse information is known about each participant In some training programs only the participants name and the course s he attended are included on the sign in sheets which makes reporting somewhat more difficult TIMS makes data management easier by standardizing and streamlining data collection and report generation By including professional 26 TIMS User Manual qualifications current facility and clinical competencies on data collection forms and in the database TIMS assures that there are no major obstacles to confront when reports are needed on these data Referring to Chapter 2 in this User Manual the data manager must assure that the human resources hardware and software are available to support regular TIMS operations Using the documentation found in Chapter 6 the data manager can give TIMS login IDs to specific TIMS data entry staff and end users to monitor TIMS use within the organizat
84. facility and not at a separate home address leave these two lines blank Region required Country required Province District City Postal Code Home telephone number Work telephone number E mail address Click on the Trainer Info tab to begin data entry of that section Check the box after the question Is This Person a Trainer and several formerly grayed out fields will be enabled for completion If you do not check the box when you attempt to enter this person as a trainer for a course you will get a message from TIMS stating that the person is not a trainer Trainer Type Trainer Type Acquired On date Assessed Qualified By Current Trainer Skills and Dates of Standardization space for optional comments is also available for each trainer skill Status Active or Inactive Languages select as many as needed TIMS User Manual 41 BS Persons Data Entry E l E xj First Mame Coin Mational ID 572662 OO j Gender Curent Qualification Middle Name Lucas PawolID 145271455 C Male Physician Last Mame Men Other ID fo Female Birth Date o December e 1952 Deceased amp Address Tal Trainer Info E Clinical Skills Current Facility e Custom 2 Audit History por ls This Person a Trainer v status fg Active Inactive Trainer Tope Qualitied Master Trainer Languages Trainer Type Definitian Trainer Type Acquired On 14 March j 11597 Assesse
85. followed by Training Focus then Training Topic and Training Content optional TIMS User Manual 105 Training Delivery Training Delivery at JHPIEGO designates the way a course is delivered as well as the purpose of the event A course is a competency based training event at the end of which competency in a specific skill or set of skills is assessed A workshop is a training event where a specific product or set of materials is produced Many training programs have started to use computer assisted learning alone or in conjunction with another type of Training Delivery Training Focus Training Focus describes the training events theme in broad terms JHPIEGO has developed standardized training materials for courses in various areas such as clinical skills training skills and supervision skills as well as counseling and communications skills Other organizations may teach a variety of management health planning or health information systems courses his is a broad area within which more specific courses may be meaningfully grouped Training Topic Within a given focus Training Topic describes the principal knowledge or skill covered in a course JHPIEGO clinical skills course topics include Infection Prevention as well as Family Planning Training skills courses include Clinical Training Skills Advanced Training Skills and Instructional Design Skills 106 Training Delivery P Group based Course
86. gical Newborn Care Sick Nutrition Postpartum Care Complications nonsurgical Postpartum Care Normal Complications Wee T No Scalpel vasectomy T beet 000 E STIs GTIs STIS GTIS HIV AIDS HIV AIDS Counseling Communication Adolescents Contraceptive Technology Interpersonal Update CTU Communications Counseling Syndromic Management of STIs Behavior Change Communications HIV Voluntary Counseling amp Testing VCT TIMS User Manual 129 SAMPLE TIMS COURSE WORKSHOP GENERAL INFORMATION Training Focus Topic Content cont d Training Focus and Topic Training Content M Check only one training focus M Check all relevant training content within that topic a e and one training topic within that focus ek Advanced Training Skills Group Facilitation Problem Solving Decision Preparing New Trainers making Clinical Training Skills Clinical Training Skills Skills Cervical Cancer MNH RH FP Instructional Design Course Design Materials Needs Assessments Training Development Evaluation Curriculum development revision Materials development updating adaptation Presentation Skills Service delivery guidelines development Other identify topic Trainers Eastivame FirstName MICU Name Country National ID Primary Secondary Days Role Role Total Number of Participants Collect detailed information on Participant Registration forms Training Sponsor Award Funding v Chec
87. ica Kenya JE Kee m South Africa Malawi es e Country EES C Region Record 14 4 Close The Countries lookup table tab lists all countries needed to enter training program courses participants and trainers For example if courses are offered in Kenya but include trainers from Malawi and participants from Uganda the TIMS country list should include Kenya Malawi and Uganda A telephone country code for the country may be entered This will be used as an automatic prefix to all phone number fields in the database once this country is chosen for a record during data entry TIMS User Manual 101 Provinces E Lookup Table Administration Followup Assessment Type Qualifications Responsibilities Services Sponsors Trainer Types Default Values Months Training Centers Training Focus Training Content Training Delivery Training Topic Awards Languages Units of Time Clinical Services Regions Countries Provinces Districts Cities Assessment Results Course Holes Facility Types Facility Sub Types Region Country Name Province State Mame E South Africa Male Pema Sort By a ont Aen zl Kons Cental OSSCSC S Province IcentalAfica SS Kee o ca CSCC Country Central Africa Kerman Este stad itcs A Kenya NaobiArea 0 Centatatics ie Kenya NothEastem Southafica ie Malawi ef Nothem Centatatics ef Kenya Nyaa Bere Com
88. ical Training Sites Service Delivery Point Service Delivery Point Service Delivery Point a TIMS monitoring 1LnnnnnnnnnnnnnnnnnnnnnnnnnnnRRnnRnRRnRRnRRRRRRRnnnng Today TIMS serves inservice and preservice training programs as well as human resource professionals who track the training of a broad public health staff population As sustainable training programs for health professionals develop both provider and trainer skills TIMS tracks various descriptors of training events participants and trainers The software houses participant data on courses taken and skills acquired as well as the name and level of facility where training participants are currently posted Providers trained in specific services should be deployed to an appropriate service delivery point and job assignment after graduation training TIMS offers a way to monitor trainer development by documenting each course a prospective trainer has attended and conducted Program staff can then monitor a trainer s experience vis vis a standardized trainer development pathway or curriculum Used in tandem with needs assessment and evaluation tools TIMS provides a useful link within a training information system see Figure 1 1 2 TIMS User Manual Table 1 1 Guide to Human Capacity Development Questions That TIMS Reports Can Answer L3 To Answer These Questions e For how many course participants is each Participant Count by Funding Source and
89. ields and one numeric field available 16 Do you have knowledge or skill assessment scores at any courses You have three fields in which to save percentage or score data 17 Do you want to use TIMS to track participant cost data You have four currency fields for specific cost categories and a fifth currency field that is a calculated total 18 ls there additional free text or coded data you would like to collect about each course participant You have three free text fields and one coded custom field available 19 Is there additional information on each person regardless of whether participant trainer or assessor which you want collected You have four coded text fields available for this Trainer Qualification Form 1 What levels of geography are used in your country Starting with country you have two additional coded fields for data entry and filters Do you use provinces and districts Regions and parishes Districts and municipalities 2 What unique identification numbers for individuals are used in your country such as national personal identification numbers PINs healthcare provider IDs or employer IDs Think about the universality will all participants and trainers have this ID as well as whether people recall it and whether they will want to share it If it is an ID used for tax or credit reporting purposes people may be more reluctant to share this number The purpose of IDs is to differentiate individuals in the da
90. ing and technical training activities We would like to acknowledge detailed TIMS system review by Lois Schaefer of USAID Washington Julia Brothers and Anne Pfitzer of JHPIEGO Baltimore We thank the following for communicating data elements reports and technical support needed in the field Rajshree Haria and Nancy Koskei of JHPIEGO Kenya Maryjane Lacoste and James Gondwe of JHPIEGO Malawi Ignatius Purnomo Esty Febriani Lely Wahiunyar and Nancy Caiola of JHPIEGO Indonesia and Rajendra Bhadra Nar Bahadur Buda Anita Gibson Sandhya Limbu Prashansa Mudvari Pranita Rai Pant and Chandra Rai of JHPIEGO Nepal Their input led to improvements in both the software and documentation Tom Meier of The ACI Group Inc and Vince Eisinger of Vector Software Inc provided programming and technical documentation services Kim Sheehe formerly of Dell Professional Services Inc played a key role in user requirements research and technical documentation of the software Patrick Wozny JHPIEGO consultant also contributed to technical documentation of the software TIMS User Manual iii Special thanks go to Chandrakant Ruparelia of the JHPIEGO Learning and Performance Support Office in Baltimore James Gondwe of the JHPIEGO Malawi office in Lilongwe and Travea Ghee in the Research and Evaluation Office in Baltimore for their review and comments on earlier versions of this TIMS User Manual We thank Dana Lewison and Youngae Kim of the Information R
91. ing Skills ATS Total Number of Courses Attended in this Training Focus Total Number of Courses Attended 1 Trainer Type Date Acquired Assessed by Candidate Advanced Trainer 18 Mar 1996 Ryan Singer Skill s Qualified Date of Qualification Injectables 31 Mar 1994 IUD 31 Mar 1994 short term methods 31 Mar 1994 Courses Taught Number of Course Name Course Date Center Name Participants Clinical Training Skills CTS 6 Jan 1993 University of Nairobi T Total Number of Persons Taught T TIMS User Manual B Person Profile Report General Information Date of Birth 10 25 1963 National ID a2019 SN Contact In gei mai lon Person Profile Report Allman Flora Sadie Gender Payroll ID Street Address 738 Sutton Place Apt C City Machakos District Machakos Province Eastern Country Kenya Zip Code 2027 Custom Person Fields Custom 1 BSN Custom 2 HIV VCT Trainer Qualiicatons Isa Trainer kJ Date 2 3 1998 Definition Trainer Skills Service Injectables IUD short term methods Course Name Family Planning 22 11 30 1999 Trainer Type Assessed By Female Gre Home Phone Work Phone E mail Custom 3 Custom 4 Candidate Clinical Trainer Cynthia Johnson Status Date Notes 9 30 1994 9 30 1994 9 30 1904 Course Date Center Name 11 Dec 1996 Embu Provincial General Hospital Total Number of Persons Taught Deceased LI Other ID 039
92. ion By becoming familiar with the concepts in Chapters 3 4 and 5 the data manager will also be able to respond to users questions on the basic functions of TIMS and to train data entry staff to perform their jobs well The data manager should work closely with the project manager to inform her him about the technical capabilities of the software to assure the maximum benefit is provided to the organization The scope and size of the TIMS database and the importance of TIMS in the overall programmatic structure should determine the percentage of time allocated to performing this role In some organizations the data manager may also have data entry responsibilities but in this chapter we have separated the two designations to show how they could be divided when more personnel are available for the project Data Entry Staff TIMS data entry staff update and query the TIMS database using standard data entry screens and reports as will be described in Chapters 3 and 4 Data entry staff may be assigned specific duties including e Entering data from e Course Information forms e Participant Registration forms e Trainer Qualification forms e Followup Assessment forms e Running monthly quarterly or annual reports on e Courses e Participants e Trainers e Followup Assessments If questions arise data entry staff should rely on the data manager as a technical resource TIMS User Manual 27 Additional End Users Additional end user
93. is now is competent is not competent activity a candidate to provide the following clinical service s assessed at this Clinical trainer training event Advanced trainer Master trainer Classroom faculty Clinical preceptor Comments regarding this participant Trainer Name Trainer Signature 132 TIMS User Manual SAMPLE TIMS TRAINER QUALIFICATION FORM Please fill out this form when a candidate trainer successfully achieves qualification as a trainer aic MONALO FirstName NaponalDNumber ss Gender Middle Name 9 Payroll ID Number L Male LastName Other ID L Female Date of Birth E Day Month Year Where do you primarily work Facility Name Facility Type Hospital Health Center Clinic Dispensary Medical Nursing Midwifery Other School Training Center Line 1 SR Other Line 2 Country Province S Sponsor Government NGO Not for Profit District Private Commercial For Profit City Postal Code Facility Phone Fax Is This Person a Trainer L1 Trainer Type Languages list languages the candidate speaks Ly Qualified Clinical Trainer fluently Q Qualified Classroom Faculty Q Qualified Clinical Preceptor Q Qualified Master Trainer Trainer Type Acquired On Day Month Year Assessed Qualified By Current Trainer Skills Date of Standardization TIMS User Manual 133 SAMPLE TIMS FOLLOWUP ASSESSMENT FORM To be completed by Participant First
94. it Custom Lookup for Courses The Custom tab below is to enter additional course participant data that do not appear in other fields The additional course registration data will appear in a drop down list on the Participant Registration Form under Extra 4 The example below illustrates how satisfied the participant was with the course using a Likert scale Very satisfied Satisfied Undecided Dissatisfied Very dissatisfied TIMS User Manual 121 Custom Lookup Table Administration E Custom Lookup Table Administration KR E EA Custom Custom Person 1 Custom Person 2 Custom Person 3 Custom Person 4 Custom d Dissatisfied 000000000000000000000000000 DETE ndeided Ci CS s SL o Pesati 0S Dee Record 14 4 Person Custom Page EE Advanced Training Skills AT5 Registration for Gomez Jane Kristian E x Full Marne Gomez Jane Kristian Course Mame JAdvanced Training Skills ATS Date 77 Hov 1837 Training Center Kenya 7 Person s Info T Qualifications A Person s Facility zi Facility Services B Scores Financial 2 Custom Fields E Comments e Audit History Extra 1 Extra A Extra 3 Overall course satisfaction rating Dissatished Satished Undecided Very dissatisfied Very satisfied Delete Registration Close 122 TIMS User Manual On the Participant Registration Form s Custom Fields tab are three Ext
95. it History Address 1 Address 2 Region CentralAfica Country ema zl Province Eaten District mu a C mj Postal Code as Phone Home HS Work Email Preview Delete Person 1 Close Training Profile Delete Current Person 1 Click Delete Person Training Information Monitoring System 3 X e Deleting this person will also delete any corresponding registration records Do you wish to continue Yes Mo 2 Click Yes to delete the person and associated course registration records TIMS User Manual 63 Trainers Input Edit or Browse EE Se i p Click the Input Data button on the Main Menu and m lanuuEdit o BR then the Trainers button in the Data Entry Menu Trainers and Courses Taught This will open the Browse Course Trainers screen IEEE ECC To browse and edit trainer data JOUR Sr LACH RRE erri Sek CE eA aan a Boat SET e e 1 Set the geographic filters for region country province and district to narrow your search 2 Enter all or the first letter s of the last name 5 3 Click on the search who fit these criteria Browse Course Trainers Region Central Africa button to display a list of all trainers in the TIMS database Country Kenya Province Easter Enter All ar Part of Last Mame District D Districts T Trainers Full Name Matianal ID Gender Birth Date Click for d bien Colin Lucas 5468573 Male 2
96. k all that apply TRH USAID DFID MNH USAID HRSA CECAP USAID SFPS FHA USAID USAID Bilateral specify country Other specify Please return completed Course Workshop General Information and all Participant Registration forms promptly to JHPIEGO Corporation Research amp Evaluation Office 1615 Thames Street Suite 200 Baltimore MD 21231 Tel 410 537 1800 tims jhpiego net 130 TIMS User Manual SAMPLE TIMS TRAINING PARTICIPANT REGISTRATION FORM To be completed by Participant First Name Middle Name Last Name Date of Birth S Day Month Year Current Home Address Line 1 Line 2 Country Province District City Postal Code Home phone Work phone E mail Address What type of health professional are you Wl Check only one current qualification Student Auxiliary Enrolled Registered Degree Other Student Iul Enrolled Registered Degree Other Nurse Midwife Student Enrolled Registered Degree Other Paramedical Student Clinical Officer Lab Technician Other Intern Resident General OB GYN Other Health Services Administrator Other specify Physician TIMS User Manual National ID Number Payroll ID Number Other ID Gender L Male L Female What is your primary job responsibility VI Check only one current responsibility Health Care Provider Student Clinical Provider Counselor social worker Other Trainer Clinical Trainer Other Nur
97. lity of all desired filters Although JHPIEGO is unable to provide extensive technical support or troubleshooting of this customized reporting feature we are disseminating the data model via the E R diagram so that advanced programmers can adapt TIMS to make it useful for each training program 88 TIMS User Manual Chapter 5 Data Collection Forms Although data collection forms are not a module in the TIMS software program they are a key element in TIMS implementation Without paper data collection forms there would be no standardized data for entry into a TIMS database This chapter presents the types of data collection forms needed and shows users which questions are important to ask when designing data collection forms The less data requested on forms the easier and faster it will be for trainers and participants to fill them out however minimal data input into TIMS will result in minimal browsing and reporting available from your TIMS database Think about the reports you would like to run and the data you would like to browse on the screen by reviewing Chapters 1 3 in depth before designing your training program s data collection forms Key Questions for Form Design oome of the questions listed below are common to multiple forms however they are repeated so that each section can be used as a stand alone guide for designing that form Course Information Form 1 How are courses delivered in your training program Think
98. llowup Assessment Records Assessment Record for an Individual Instructions found in Table A 1 show where users may access the above five reports from specific Input Edit Browse screens 126 TIMS User Manual Table A 1 Accessing Input Edit Browse Screen Reports Section and Screens for Generating Report e General Roster for a Course Input Data Courses Search and Select a Course e Detailed Roster for a Course e Individual Training Profile Input Data Participants Search for and Select a Person Or Input Data Trainers Search for and Select a Trainer e Listing of All Followup Assessment Input Data Followup Assessments Records e Followup Assessment Record for an Input Data Followup Assessments Select a Person Individual TIMS User Manual 127 Appendix B Data Collection Forms In order to input data into the Training Information Monitoring System TIMS to browse the screens and produce the reports in this manual data elements that match the data entry screens must be used In this section sample data collection forms are provided for adaptation during TIMS implementation Electronic samples of these forms are also available upon request on the TIMS installation CD or by writing to tims jhpiego net e Course Form e Participant Registration Form e Trainer Qualification Form e Followup Assessment Form 128 TIMS User Manual SAMPLE TIMS COURSE WORKSHOP GENERAL INFORMATION Course Nam
99. ly Planning 1886 Embu Provincial Multi method General Hospital Marshall Samson Physician Family Planning 19686 Embu Provincial TIMS User Manual Multi meth oe General Hospital 19 K Training Participants by Facility Workplace and Course Name Persons by Facility Workplace and Course Name Region South Africa Country Malawi Province All Provinces District All Districts Training Delivery All Training Focus All Training Topic All Course Start Date Unspecified Facility Name Blantyre Family Planning Training Centre Facility Type Training Center Facility Phone 265 632 033 630 333 Current Participants Qualification Course Name Year Training Center Solomon Theresa Nellie Murse Midwife Infection Prevention 2000 Blantyre Malawi IF Counseling Skills 19399 Lilongwe Malawi standardization Workshop Kyser Esther Chely Murse Midwife Clnical Training 1995 Kenya Skills CTS Facility Name College of Medicine University of Malawi Facility Type Medical Nursing Midwifery Other School Facility Phone 265 674 744 Current Participants Qualification Course Name Year Training Center Taylor Frank Joseph Ob Gyn Counseling Skills 1999 Lilongwe Malawi standardization Workshop Professional Development Program managers can use TIMS to review courses completed skills learned and qualifications attained for each person on an individual basis For example the individual training profile report could function as
100. mmon and where people tend to leave their date of birth blank on data entry forms or fill in different dates of birth each time they are asked Think twice before creating your own training program ID numbers as these are easily lost or forgotten and will thus lose their utility Generating the unique numbers will also generate new clerical work for program staff without necessarily being a good solution Will you ask for residential as well as work address from each participant How many lines are needed for the street address Is a postal code used in your country Do you want to ask for residential as well as work phone numbers Should you ask for e mail addresses Which clinical skills are imparted in your courses Do you want to know if the clinical skills taught match the clinical services offered at each participant s facility 10 Which types and subtypes of healthcare facilities do your training participants work in 11 What are the sponsors of healthcare facilities in your country 12 What are the professional qualifications or cadres that your training program participants represent 13 Do you want to track the year that participants graduated from their preservice 90 institution TIMS User Manual 14 What are the professional roles or responsibilities that your training program participants occupy 15 Are there additional training and qualification questions you would like to ask There are three Yes No f
101. nduct a CTS course with an Advanced or Master Trainer Qualified Advanced Trainer Instructional Design needs assessments designing and developing courses evaluation Candidate Master Trainer TIMS User Manual Proficient Healthcare Provider or classroom faculty Clinical Training Skills knowledge update skills standardization CTS course Candidate Clinical Preceptor Candidate Classroom Faculty Practicum Practicum observation and feedback in clinical area by an Advanced or Master Trainer observation and feedback in classroom area by an Advanced or Master Trainer Qualified Clinical Preceptor Qualified Classroom Facul Practicum conduct an ATS course with a Master Trainer Highly recommended whenever possible Qualified Master Trainer conduct a materials development workshop with a Master Trainer participate in an evaluation activity 11 TIMS trainer reports show how many of each rank or type of trainer are currently active in a global region country province or district based on filter settings selected in the Reports module When a training session on a particular topic needs to be scheduled potential trainers can thus be identified easily within the database To be cost effective it is better to draw upon a local or regional clinical trainer network than to depend on bringing qualified trainers in from the capital city or from abroad on
102. ner and not just certain districts Following are examples of TIMS reports that can be useful in deployment monitoring and decision making As cohorts of course participants are trained and the corresponding TIMS TIMS User Manual 13 database is assembled over time these reports will become increasingly useful Key data shown in these reports include qualification geographic distribution facility type as well as clinical and training skills course content A Training Participants by Qualification and Country Participant Count by Qualification and Country Region All Regions Country All Countries Province All Provinces District All Districts Training Delivery All Training Focus All Training Topic All Course Start Date Unspecified Country Administ Clinical Intern R Midwife Nurse Murse Mi Ob Gyn Physicia Other Total Kenya 1 g 3 3 8 It 2 41 3 58 Malawi L 3 0 0 22 2 1 29 Totals 3 3 4 8 20 1 31 1 8T Note Persons are counted once only under their current qualification and facility Column totals represent the number of trained individuals of each cadre qualification Row totals represent the total number of parsons currently practicing in that country Report grand total is the number of individuals trainee fitting the selection criteria B Training Participants by Qualification and Province Participant Count by Qualification and Province Region Central Africa Country Kenya Province All Provinces Dist
103. nn n nnne nanus 126 Appendix B Data Collection Forms 4 eee ee ee eee esee enean EN ENEE REENEN 128 vi TIMS User Manual List of Tables Table 1 1 Guide to Human Capacity Development Questions That TIMS Reports Can ANSWER EE 3 Table 2 1 System Requirements for TIMS Version GO 28 Table 4 1 Location Format Type and Number of IIMGSRenorts 72 Table 6 1 TIMS Features by Permission Level 95 Table 6 2 Where to Add Modify Values in TIMS Lookup Lists 97 Table 6 3 Data Filters for Browse Screens and Reporting Module 98 Table A 1 Accessing Input Edit Browse Screen Hepnorts 127 List of Figures Figure 1 1 Where Does TIMS Fit into a Country s Training IFITONIMATION System RAR A EE 2 Figure 1 2 Faculty and Trainer Development Pathway seeseeeeseesssse 11 Figure 2 1 Sharing TIMS Data on a Local Area Network sanoannnnnnnnnnnnnnnnnnnnnnnnnnnnnne 29 TIMS User Manual vii viii TIMS User Manual How to Use This Manual The TIMS User Manual describes the use of the Training Information Monitoring system TIMS version 6 00 Chapter 1 provides a general introduction to the Training Information Monitoring system and comprehensively covers the utility of TIMS reports for monitoring a public health training program The layouts of all standard reports are shown This is to guide readers toward a decision abou
104. nseling Counseling Counseling Communication Maternal and Newborn Health Specific courses may be selected for viewing editing or reporting by using the Training Delivery Training Focus and Training Topic filters Training Content is not part of this filter set Training Delivery Group based Course bi Training Focus Clinical Skills v Training Topic Cervical Lancer IC avl Since there is no relationship between them the Training Delivery Training Focus and Training Topic fields may be used independently or in combination for the selection of specific records If all are set to specific values TIMS will search for those records meeting all of the criteria set in the filters Trainers Trainer Types Trainer Type Description Ce Qualified Clinical Preceptor TIMS User Manual Hank 107 The Trainer Types tab provides a list of the types of trainers that teach within a training program As seen above a Rank column is available to order these types by increasing proficiency or another meaningful level This example ranks the JHPIEGO trainer levels from O the lowest to 8 the highest This setting determines the order in which the trainer types appear on the Trainer reports with categories always appearing on reports from highest to lowest number or rank Explanations of Trainer Types can be added in the Description field Course Roles Course Hole Description Course roles describe the r
105. nstall TIMS application 12 MB for application plus additional space to store data plus 10 MB additional space to store data 28 TIMS User Manual TIMS Application Installation TIMS is available from two sources e CD ROM obtained from JHPIEGO by e mailing a request to the Research amp Evaluation Office at tims hpiego net e JHPIEGO Website downloadable from http www jhpiego org global tims hAtm Figure 2 1 Sharing TIMS Data on a Local Area Network Workstation Workstation Workstation TIMS app mdb TIMS app mdb TIMS app mdb Network Server or Designated Workstation TIMS data mdb The Training Information Monitoring System consists of two MS Access 2000 files an application and a data file In the example configuration in Figure 2 1 the application file name is TlIMSapp mdb and the data file name is TlMSdata mdb We suggest keeping a similar naming convention to assure you can differentiate the application and data files especially if you house them in the same directory Once you have obtained the setup files the TIMS application should be installed on your local hard drive If you are working in a multi user environment the TIMS data file may be placed on a network drive to facilitate data sharing see Figure 2 1 Each user will have the TIMS application on her his local hard drive but will work with the shared TIMS User Manual 29 data file on the network The shared network directory s rights must not be s
106. ntry can be chosen ata time for this setting In addition to setting the default display country once a country is selected TIMS will update all of the data currently in the system and will auto fill all newly entered data with the country code for this country which is housed in the AppCountryID field of each table This is so that data exported from various TIMS databases are clearly marked with the source data country where they were entered Once set the country drop down list will be disabled on the Customize Application screen to prevent subsequent changes to the country If the default country setting needs to be changed after this update the database administrator must 1 Open the zstblControlApp table using MS Access 2000 TIMS User Manual 117 2 Change the value of the field CountrySet from 1 to 0 3 Return to the Administration Customize Application screen where the country drop down list on the Country Filter section will be enabled again 4 Select a different country or All Countries can be selected as the new default Edit Labels Clicking the Edit Labels button in the Database Administration Menu opens the Customize Form Report Labels form This is one of the most powerful administrative features of the TIMS application Labels in the forms and reports listed in the MS Access 2000 tables ztblForms and ztblReports can be customized using this utility Ez Customize Form Repart
107. nual reports on training activities and results or outcomes often need to be presented to funding agencies yet can also serve as a local guide for internal management decisions Aggregate reports summarizing key course participant and trainer characteristics are shown below with sample data A Participant Count by Funding Source and Year Participant Count by Funding Source and Year Region Central Alrica Counters All Countries Province Al Provinces District All Districts Training Deliwery Al Training Focus Al Training Topic All Course Start Date Unspecified T T X g y ag a B 7 S g CourseYear 2E 2 P E TO g 1997 d GE 196 11 LU 11 1965 H 3 H 5 zb 156 B 11 11 11 41 1860 T T Totals 18 3 11 H 8 18 11 5 22 116 Note Persons may be counted more than once as courses may have multiple Funding Sources For example if a person attends a course funded by three different sources that person will be counted once in each ofthe columns for the corresponding Funding Sources 4 TIMS User Manual B Training Participants by Qualification and Year Participant Count by Qualification and Course Year Region All Regions Country All Countries Province All Provinces District All Districts Training Delivery All Training Focus All Training Topic All Course Start Date Unspecified Course Year Administ Clinical Intern R Midwife Nurse HMurse Mi Ob Gyn Physicia Other Total 1993 A 0 g 4 T 1884 g 0 3 0 1 1 1
108. o explore The Course Events Form will then appear displaying core data at the top and four tabs below Course Trainers Course Participants Award Funding and Audit History TIMS User Manual 35 Add New Course BS Course Events Form E X Training Center Site Blantyre Malawi r Course Name Infection Prevention IP Training Delivery Group basedCouse zl Course Start Date D fanuay zf e feo Training Focus Clinical Skils zl Course End Date ER d amas 7 d 2000 Training Topic Infection Prevention lf f Course Length o Das Training Content Course Description ul H Region SouthAfica County Malawi d Province Souther i District Blane al Click Ps Course Trainers a Course Participants Th Award Funding e Audit History here to Click for Full Name Primary Role Secondary Role Days Trainer Type more select a lia Andrews Dorothy Iris Lead Trainer Qualified Master Trainer e trainer to a information E Chilton Glory Helene Guest Lecturer Qualified Clinical Trainer Ue let about this delete trainer Click to Total Trainers 3 add a Add Trainer Delete Trainer trainer Preview General Hoster Preview Detaled Raster Delete Course Event Close To enter a new course event 1 Click on the New Event button and a blank
109. ollowup Assessment Type some training programs follow participants Followup Assessment Type Sponsors Description L several months or a year after coursework dl rnual Site visi is completed to assess knowledge and Skill Faciitative Supervision retention or transfer of learning to the workplace These followup visits may have JIMonthly Supervision vist various names or types The sample lookup table lists four possible types of visits Assessment Results The result of followup visits to a training participant can be Assessment Result recorded in the Assessments section of TIMS This lookup table lists possible results of a visit For clinical skills assessment purposes JHPIEGO uses competent and not competent as possible outcomes Report Default Values The Default Values tab allows specification of the default values of footers and headers for all printed reports by typing in the respective Default Values box In Competent Not Competent Default Type Default Value Fede ewe TMS this example report footers will state that data reports are from TIMS and report headers will lead with Health Professionals Trained before the specific report title TIMS User Manual 111 Time Months This form lists the months of the year This example Month ID Month Name shows the 12 months of the Gregorian calendar in Li 1 January English O
110. om of the screen ES Followup Assessment Data Entry E EA Full Name Dietz Andrew Christopher ee Followup amp ssessment D ate IF amp uqust T da Facility M arme Kamuzu College of Nursing Blantyre Campus T e Training Site Blantyre Malawi Followup Assessment Type Facilitate Supervision bi Assessed Services Lei Audit History Assessors Ful Mame Service Result Chiton Glory Helene d No Scalpel Vasectomy I zs Competent es Add Assessed Service N Delete Assessed Service Add New Assessed Service Preview Followup amp ssessment Record Delete Followup Assessment Close 9 Use the Find a Person screen to choose the Assessors name Use the selection filters to limit your search criteria 10 Select the service that is being assessed Users may directly add new services if the desired one is not already on the list 11 Select the result or level of competency achieved Users may directly add new results if the desired one is not already on the list 68 TIMS User Manual B Followup Assessment Data Entry EA Full Name Dietz Andrew Christopher ee Followup Assessment Date i B August 12001 Facility Name Kamuzu College of Nursing Blantyre Campus A Training Site Blantyre Malawi zl Followup Assessment Type Facilitative Supervision T Assessed Services o Audit History Assessors Ful Mame Service Result Ehilton Glory Helen
111. ompetent Competent NotCompetent Competent NotCompetent Competent Not Competent Competent NotCompetent Competent NotCompetent Assessor Signature 134 TIMS User Manual
112. on Prevention IP Not Competent e ten Glor Helene ee No Scalpel Vasectomy I Competent e Add Assessed Service Delete Assessed Service Preview Followup Assessment Record Training Information Monitoring System a3 Deleting Ehis Followup record will also delete any corresponding assessed services Do vau wish to continue Yes Mo 3 Click Yes to confirm deletion of the entire followup assessment record and all assessed services Delete Assessed Service When signed into TIMS with either User or Admin privileges you may delete assessed services within followup assessment records To delete an assessed service 1 Highlight the followup assessment record by clicking in the box to the left of the Assessor s Name An arrow will appear pointing to that record 70 TIMS User Manual E Followup Assessment Data Entry EA Full Name Dietz Andrew Christopher p Followup amp ssessment D ate Rb amp uqust T da Facility Name Kamuzu College of Nursing Blantyre Campus T e Training Site Blantyre Malawi Followup Assessment Type Facilitate Supervision T Assessed Services o Audit History Assessors Full Name Service Result P Baden Dorothy Tris d Infection Prevention IF Not Competent Z tc Glory Helene d No Scalpel Vasectamy f Competent es Add Assessed Service Preview Followup Assessment Record 2 Click the Delete Assessed Service
113. ondary Trai Qualified Master Trainer b Preparing New Trainers j a Region Central Africa z County Kera f Total Trainers 1 Add Trainer Delete Trainer Preview General Roster Click here to _ generate report Delete Course Event Close 84 TIMS User Manual Detailed Roster for a Course BS Course Events Form E ES E X Training Center Site ema zl Course Mame Advanced Training Skils ATS Training Delivery Group based Course Course Start Date Gal d November 1997 Training Focus T raining Skills Course End D ate 2 d December d Do Training Topic JAdvanced Training Skills ATS Course Length Month s Training Content Course Descriptions b Preparing New Trainers a a Region Central Africa y County Kea f Province Nairobi Area Ww District Nairobi vw e Course Trainers e Course Participants H Award Funding KA Audit Histor Full Name Primary Role Secondary Hole Days Trainer Type H Andrews Dorothy Iris Guest Clinical D Secondary Trai Qualified Master Trainer Total Trainers 1 Add Trainer Delete Trainer Preview General Hoster Preview Detailed Hoster Click here to generate report Delete Course Event Close Listing of All Followup Assessment Records Browse Followup Assessment Records Region Central Africa J Countr
114. ongwe Campus Malawi College of Health Sciences Blantyre Campus Malawi College of Health Sciences omba Campus Kamuzu College of Nursing Blantyre Campus Nurses amp Midwives Council of Malawi Kamuzu College of Nursing Blantyre Campus Lilongwe Family Planning Training Centre Ekwendeni Mission Hospital Kamuzu College of Nursing Blantyre Campus Blantyre Family Planning Training Centre College of Medicine University of Malawi 25 Oct 1999 2 Oct 1999 Work Phone 265 522 015 265 740 295 District Lilongwe Lilongwe Zomba Lilongwe Blantyre Lilongwe Lilongwe Kasungu Lilongwe Blantyre Zomba Blantyre Lilongwe Blantyre Lilongwe Mzimba Blantyre Blantyre Blantyre TIMS User Manual E Detailed Course and Participant Roster Detailed Course Roster Course Name Advanced Training Skills ATS start Date 11 27 1887 End Date 12 27 1997 Days 21 Participants Location Center Kenya Country Kenya Province Nairobi Area District Nairobi Course information Course Description Training Delivery Group based Course Training Focus Training Skills Training Topic Advanced Training Skills ATS Training Content Preparing Mew Trainers Awards Awards CECAP Other Award Award Country Trainers Name Days in Course Trainer Type Andrews Dorothy Iris Qualified Master Trainer Course Name Advanced Training Skills ATS Participant Name Parker Zelda Paris General Inf
115. ormation Date of Birth 1 1 1855 Gender Female Deceased O National ID 932938K Payroll ID 7383 Other ID 2097282 Contact Information Street Address 145 South Hampton Road Home Phone 254 582048 Apt 2B Work Phone 254 726360 Country Kenya E mail zppark hotmail com Province Nairobi Area District Nairobi City Nairobi Zip Code 02827 TIMS User Manual Trainer Qualifications Is a Trainer El Date Acquired 3 18 1896 Trainer Type Candidate Master Status Active Trainer Assessed By Viliam Everett Trainer Skills Service Status Notes Injectables 11 30 1999 IUD 11 30 1999 Level of classification changed to a 5 Candidate Master Trainer on 5 28 97 Previously 3 Candidate Advanced Trainer Laparoscopy 11 30 1898 Minilaparoatomry 11 30 1998 Norplant Implants 11 30 1999 Postabortion care PAC 11 30 1889 short term methods 11 30 1999 Languages English Clinical Skills IUD 11 30 1988 Norplant Implants 11 30 1998 Postabortion care PAC 11 30 1998 Current Facility Facility Name University of Sponsor Government Other Facility ID Nairobi Faculty of Medicine Facility Type Medical Nursing Midwifery Other School Facility Sub Type street Address P O Box 19576 Site Phone Site Fax Country Kenya Province Nairobi Area District Nairobi City Nairobi Zip Code Custom Person Fields Custom 1 MD Custom 3 Custom 2 Custom 4 Qualification Physician O Are you currently providing family planning ser
116. p Assessment Pers NationallD Assess Type Assess Date Training Center It information d Dietz Andrew Christopher Facilitative Super i Aug 2001 Blantyre Malawi d on the Gomez Jane Kistan T320417 70 Faciitative Superv 14 Jan 2001 Blantyre Maai fallow RewembeSissieseph Facitstve Super D Ser 2000 Embu Provincial General Hostal JN assessment p WmWa TT Rie EmbuProvncaGenesdHosie 1 record wm Preview All Followup Assessments New Followup Assessment Close 5 If you would like more information on a followup assessment click the ellipsis button on the far right of the record B Followup Assessment Data Entry E i X Full Nama Dietz Andrew Christopher Followup amp ssessment D ate IF 7 August ar 2001 Facility Hame Kamuzu College of Nursing Blantyre Campus e Training Site Blantyre Malawi Followup amp ssessment Type Facilitative Supervision bi Assessed Services Lei Audit History Assessors Full Mame Service Result P Chiton Glor Helene No Scalpel Vasectomy I Competent T es Add Assessed Service Delete Assessed Service Preview Followup Assessment Record Delete Followup Assessment 66 TIMS User Manual Entering a New Followup Assessment Record 1 On the Browse Followup Assessment Records screen click the New Followup Assessment button at the bottom right of the screen This will take you to the Find a Person s
117. ra fields Since Extra 1 Extra 2 and Extra 3 are not lookup fields the end user must enter free text here rather than choosing a value from a list Edit Custom Lookup for Participants On the Custom Lookup Table Administration form are four custom fields Custom Person 1 Custom Person 2 Custom Person 3 and Custom Person 4 This additional information on the people in TIMS will appear in drop down lists on the Person s data entry form Custom tab The example below shows that if a training program kept a record of the academic degrees a person earned one of these fields could store such information Custom Person 1 4 E Custom Lookup Table Administration Record 14 4 1 b RL UR of 31 TIMS User Manual 123 Person Custom Page 1 4 Persons Data Entry 1 124 TIMS User Manual Appendix A List of TIMS Reports Thirty two MS Access reports 14 MS Excel reports and 12 DBF format reports are available from the TIMS Reports Menu and five additional reports are available from TIMS Browse screens for a total of 64 standard reports Reports are listed in the ztblReports table in MS Access Available from Reports Menu Course Reports 1 Master List of Courses 2 Training Center Activity Report Coverage Reports Coverage Report Region Coverage Report Country Coverage Report Province Coverage Report District OW tae r SS Facility Coverage Report Participant Reports 1 Particip
118. raining Content Course Description l Bi Region South Africa T Country Malawi o Province Southern O District Blantyre 7 Je Course Trainers e Course Participants H Award Funding KA Audit History Full Mame Primary Role Secondary Hole Days Trainer Type E Allen Colin Lucas Guest Clinical E Qualified Master Trainer es E Andrews Dorothy Iris Lead Trainer X Qualified Master Trainer E Chilton Glory Helene Guest Lecturer Qualified Clinical Trainer e Total Trainers 3 Delete Course Event Close 2 Click the Delete Trainer button Training Information Monitoring System E E x x Are vau sure vau want to delete Allen Colin Lucas as a trainer For this course Yes Mo 3 Click Yes to confirm People signed into TIMS with either User or Admin rights can delete trainers from a course Add Participants to a Course Each participant at a training event should fill out a Participant Registration form on paper This is usually done the first day of the course The data collected on that form TIMS User Manual 47 are entered into this section of the database You may add and edit participant information through the Participant Registration section The Course Participants tab for a course shows the total number of attendees as well as a list of their names National IDs work telephone numbers facility n
119. res Financial tab on the course registration screen The Scores section provides fields to list up to three training scores for pre training mid training and post training assessments The Financial section contains fields on costs to the participant for participating in the course including subsistence per diem time off tuition other and total costs ES Clnical Training Skills CTS Registration for Allman Flora Sadie EP x Full Mame Allman Flora Sadie Course Mame Cirical Training Skills CTS Date 2 Mar 1335 Training Center Kenya G Person s Info Tz Qualifications A Person s Facility Eu Facility Services EF Scores Financial e Custom Fields E Comments e Audit History Assessment Scores Course Participation Costs Pre T raining Assessment Score T d Subsistence Per Dien 0 00 Mid T raining Assessment Score 7 z Time OFF 0 00 Post Training Assessment Score i a Tuition 000 Other 0 00 Total Eost 0 00 Delete Registration Close TIMS User Manual 115 Facility Services Page This page shows hides the Facility Services tab on the course registration screen This tab shows the clinical services that the participant provides at her his facility E Clinical Training Skills CTS Registration for Allman Flora Sadie Full Name Allman Flora Sadie Course Mame Cirical Training Skills CTS Date 2 Mar 1335 Training Center Kenya
120. rict All Districts Training Delivery All Training Focus All Training Topic All Course Start Date Unspecified Province Administ Intern R Midwife Nurse NurseMi Ob Gyn Physicia Supervis Other Total Central L 3 0 0 0 i 3 0 LU 6 Eastern L 2 4 d 20 31 Nairobi Area 1 0 3 D 0 7 0 18 hift Valley L 0 1 0 3 Totals 3 3 H f d 31 2 5B Note Persons are counted once only under their current qualification and facility Column totals represent the number of trained individuals of each cadre qualification Row totals represent the total number of persons currently practicing in that province Report grand total is the number of individuals trained fitting the selection criteria Ss 4 TIMS User Manual C Training Participants by Qualification and District Participant Count by Qualification and District Region Central Africa Country Kenya Province All Provinces District All Districts Training Delivery All Training Focus All Training T epic All Course Start Date Unspecified District Administ Intern R Midwife Nurse Murse Mi Ob Gyn Physicia Supervis Other Total Embu LU 1 1 1 1 8 LU 13 I Aachakos LU 1 3 1 3 LU i 8 eru LU LU LU 8 1 I 9 Nairobi 1 3 d LU 8 LU 19 Nakuru LU i g LU CI 3 Nyeri LU LU LU 3 LU i D Totals 3 3 H H 2 31 d 56 Note Persons are counted once only under their current qualification and facility Column totals represent the number of
121. rom the Person s Data Entry form for these individuals will still be in the TIMS database but the association with this course including any information entered into the Participant Registration form will be deleted There is no undelete feature so please exercise caution when deleting courses or any other record in TIMS Add Trainers to a Course This tab shows the number of trainers for the course a list of their names roles and trainer types as well as total number of days each trainer taught Click the ellipsis H button on the far right of the trainer s record to display the trainer s personal information and qualifications on the Person s Data Entry screen The Person s Data Entry form stores all personal information including name address phone numbers National ID etc You may browse the trainers data on this screen Click the Close button to return to the previous form To add a trainer to a course 1 Click the Add Trainer button at the bottom of the screen and the Select a Trainer screen will appear BS Select a Trainer T X Region Central Africa SE Country Kenya I EBD 1 Last Mame National ID Province Eu Provinces District al Districts Mational ID Trainer Type Trainer New Person 2 Set the geographic filters for country province and district to narrow your search to those people you know live in a particular geographic region These filters
122. rth Date j Deceased l amp Address 23 Trainer Info Clinical Skills Curent Facility amp Custom 2 Audit History Address 1 Address 2 Region dg Country O Province o District o C x Postal Code a Phone Home eoe jd Work Email Preview Training Profile 2 Enter all available personal information at the top of the form a First middle and last names b Birth date c ID numbers there are three fields for ID numbers which may include a national personal identification number assigned by the government to all citizens an employee or payroll number a professional licensure number or even a tracking number specific to the training program d Gender e There is a checkbox for marking someone deceased although this probably will not be used the first time you enter a person as a trainer It is here for subsequent use in case the program learns an individual has died and wants to accurately reflect that so as not to generate a mailing list or trainer directory containing this person s information in the future 40 TIMS User Manual 3 Enter address information a j a Address 1 amp 2 street address post office box etc Do not enter facility names into these lines That information should be input on the Current Facility tab This space is for home or mailing address separate from where a person works If the person receives mail only at the
123. s may be given the ability to query or update the training program s TIMS database or generate reports for monitoring and decision making Depending on the size of the training program in which TIMS is operating and the extent to which it is being used as the primary monitoring tool there may be several people associated with end user job functions for example a training manager responsible for a specific geographic region or specific program content If the program manager does not consider it feasible to train and support multiple end users of TIMS these staff could simply be referred to the project manager or data manager when they need reports Installation Instructions System Requirements TIMS is a database application that runs within Microsoft Access 2000 and therefore has the system requirements of Microsoft Access 2000 The recommended computer hardware and software for TIMS operation are Table 2 1 System Requirements for TIMS Version 6 00 Processor PC with Pentium 75 MHz or higher processor Pentium IIl or higher Operating system Microsoft Windows 95 Any of the operating systems listed Microsoft Windows NT 4 0 Service Pack 3 or later Microsoft Windows Me amp Microsoft Windows 20009 Microsoft Windows XP amp Memory RAM Windows 95 Windows 98 16MB RAM Windows NT Workstation 4 0 or later 32MB RAM Display VGA or higher resolution monitor Super VGA recommended Hard disk space 12 MB free disk space to i
124. se E Persons Data Entry SS X First M ame Colin M ational ID 572662 Gender Curent Qualification Middle Name Lucas Payroll ID 145271455 Male Physician Last Name Allen Other ID Female Birth Date 25 December hi 1352 Deceased i amp Address Z Trainer Info Clinical Skills Current Facility c Custom 2 Audit History Facility Mame Mombasa Health Clinic SC Sponsor Facility T ype Training Information Monitoring System EL AX Mombasa Health Clinic is nat in the list Are vou sure you want bo open a Farm bo add it to the list Delete Person Close b Enter all data on the Facility Address form l Address 1 amp 2 ii Region required iii Country required IV Province V District vi City vii Postal Code TIMS User Manual 43 44 c Enter all data on the Facility Info form Facility ID Facility Type Facility Subtype Phone Fax Sponsor Mombasa Health Clinic TIMS User Manual 7 Click the Close button on the data entry screens until you return to the Select a Trainer list EI Select a Trainer L S X Region Country Province District al Ci vingston Irene ong Pamela K Cahen ler Melissa M EE Mew Person Mame Mational ID rainer Type rainer len Colin Lucas lman Flora Sadie ndremis Dorothy Iris ster Jannette M enson Thomas Mark olling Lydia omez Jan
125. services It is very important for the quality of care provided that clinicians skills remain current and that new evidence based protocols become integrated into their clinical practice and curricula over time Courses will require specialized trainers facilities and equipment Structured information can be invaluable for making decisions throughout a training program s administration While TIMS does not address all questions that arise from training program planning through evaluation JHPIEGO has found it to be quite useful for routine training monitoring To introduce the benefits of TIMS to training program managers key human capacity development questions are listed in Table 1 1 with the corresponding TIMS reports that address each one Samples of each report are provided in this chapter Reports are the main output of TIMS for use in training program monitoring however TIMS screens also allow interactive data searching and browsing Data entry from standardized data collection forms is required to produce a useful TIMS database The data collection forms should be completed at each training center at the time a course is given These forms will be introduced in Chapter 2 and are explained in detail in Chapter 5 The current chapter highlights the reports and benefits of TIMS to assist readers in deciding whether they should implement this system before the logistics on implementation are described Program Summaries Quarterly and an
126. sing Faculty Midwifery Faculty Medical Faculty Clinical Preceptor Instructor Other Administrator Manager Supervisor Administrator Other Where do you primarily work Teacher Faculty Facility Name Line 1 Line 2 Country Province District City Postal Code Facility Type Hospital Health Center Clinic Dispensary Medical Nursing Midwifery Other School Training Center Other Facility Phone Fax Sponsor Government NGO Not for Profit Private Commercial For Profit 131 SAMPLE TIMS TRAINING PARTICIPANT REGISTRATION FORM Year Achieved Do you currently provide clinical services Yes No Are you currently providing family planning services If yes what clinical services do you provide Yes No Have you ever attended any other family planning training courses Yes No Are you employed by the Ministry of Health Yes No If yes year you began working for the Ministry of Health The following information to be completed by Trainer and training program staff Assessment Scores Course Participation Costs Pre Training Assessment Subsistence Per Diem Score Mid Training Assessment Time Off Score Post Training Assessment Tuition Score Other Total Choose one A B or C according to training activity type M Check only one Workshop Training Skills Course Clinical Skills Course Participant Participant successfully Participant Completed completed this course and
127. son E Participant Allen Colin Lucas E EA First Marne Colin HM ational ID 572662 gt Gender Current Qualification Middle Name Lucas Payroll ID 145271455 fe Male Physician Last Mame Allen Other ID Female Birth Date 25 December 1352 Deceased T Ka Address 7 Trainer Info Clinical Skills Current Facility e Custom Le Audit History Custom Person 1 r Custom Person 2 Custom Person 3 Custom Person 4 Custom Date 5 7 March 1995 Preview Delete Person Close Training Profile The following three options allow customization of Registration Form input data screens TIMS User Manual 113 Registration Custom Page This shows hides the Custom Fields tab on the course registration screen This tab houses additional information about course participants in the Extra 1 4 fields SS Clinical Training Skills CTS Registration for Allman Flora Sadie E x Full N ame Allman Flora Sadie Course Mame Elnical Training Skills CT5 Date 2 Mar 1995 Training Center Kenya Person s Into f Qualifications E Person s Facility i Facility Services B Scores Financial e Custom Fields E Comments Audit History Extra 1 Extra A Extra 3 Extra 4 Dissatished Satisfied Undecided Very dissatisfied Very satisfied Delete Registration Close 114 TIMS User Manual Scores Financial Page This page shows hides the Sco
128. stomization screen where you may tailor the report output TIMS User Manual 77 Customize Participant Count By Qualification and Country Report Select Saved Report Report Maintenance Hem Click to add selected Chosen fields Rpt Header Please select the fields for the ep Counsel Midwife Nursing Intemn Aesident Medical 4ssistant Medical Student Midwit Click to Wurzin Midwife item from Jadd all Muse the list on items Murze Midwife Mursing Midwifery Student the left from list ObGyn Other 1 Physician ER Physician Assistant 2 on left ESEJI ENG Edit Report Labels Preview Print Close 2 Select up to eight of these fields by clicking on the qualification followed by the single forward arrow button in the middle of the screen The number in parentheses next to each qualification represents the total number of participants with that qualification to assist users in selecting items for inclusion in the report Customize Participant Count By Qualification and Country Report Select Saved Report Report Maintenance Qualification and Couritr m Save Save As Rename Delete Please select the fields for the repart Chosen fields Hot Header ObGyn Accountant Administrator LI Physician MD Ausilary Murse 1 Interm Fiesident Intem Clinical Officer 3 Murse Midwife Mraz Midwi
129. t Trainer Reports 1 Trainer Count by Trainer Type 2 Trainer Skills Review by Country Master List of MS Excel Reports The data cleaning reports are all in MS Excel format These can be used for a convenient view of the data in tabular format showing which data are missing Using MS Excel users will be able to sort on any attribute in the reports and delete any unneeded columns JHPIEGO uses these data cleaning reports to communicate with personnel and partner agencies via e mail by sending the MS Excel data to be verified and or completed highlighted in specific colors Data Cleaning Reports 1 Query Data Cleaning Check for Completion of Course Province and District Query Data Cleaning Check for Duplicate Persons and Identifiers Query Data Cleaning Master List of ATS Courses Query Data Cleaning Master List of CTS Courses ER le Oe TIS Query Data Cleaning Master List of Facility Names by Type Subtype Province amp District 74 TIMS User Manual 8 9 Query Data Cleaning Participants and Facility Sponsors Query Data Cleaning Participants and Qualifications Query Data Cleaning Participants Home and Facility Addresses Query Data Cleaning Participants with a CTS Course Trainer Status 10 Query Data Cleaning Participants with an ATS Course Trainer Status 11 Query Data Cleaning Services and Descriptions 12 Query Data Cleaning Trainer Types and Ranks 13 Query Data
130. t it also captures the user who created or last modified a particular record When a specific user no longer needs to have access to TIMS the data manager may delete the user and associated login ID 1 2 3 Click the user s last or first name Click the Delete User button Click OK Audit History One of the administrative features of TIMS is access to the Audit History tab on all data entry forms The Audit History tab contains the following information about a database record date created created by date modified and modified by An example of the Audit History tab can be seen in the Participant Registration Form 120 TIMS User Manual Audit History Table E Family Planning Registration for Richards Melanie Susan 3 E T X Full Mame Richards Melanie Susan Course M ame Family Planning Date ii Dec 1996 Training Center Embu Frovincial General Hospital Person s Info T Qualifications E Person s Facility x Facility Services B Scores Financial e Custom Fields E Comments KA Audit History Audit History Date Created 10 Dec 03 Created Du David Smith Date Modified 10 Dec 03 Modified By Marla Jones Delete Registration Close Edit Custom Lookups Click the Edit Custom Lookups button to modify contents of the Custom Lookup Table Administration form pull down lists that appear in the application on the Course Registration Form and the Person s Data Entry form Ed
131. t of Additional Reports cccccccecceeceeeceeeeeeseeteeesseteeeeeeeeeeeeeeeteeaes 84 FING AG GUI OMAN REDONS sientas itat nini ei ue E Re Exi SEE Pe EE EF EN m Ra REN 84 Creaung New EES nearen cic alec eel lees 87 Chapter 5 Data Collection FOrims 1scsscccccsecneccnnssnscnncnseescnnscusennsnnssusennssessensnnsens 89 Key Questions for Form Design icsecciesctorctcretcevdcesncertctetcreheeuicectonsconstonvioeeieetieeetees 89 Course re telen Wein Re EE 89 Participant Registration FOUN EE 90 Trainer Qualification Fom emnes 91 FONOWUD ASSESSMENL Gel sessio vvv verevvs Ye yt vv Ye Va ve VV Vega V Ve vb VO d Vd po VOTO NY DTE SUP vane 92 Werl EE 93 Chapter 6 Administration 1 1 eei ENEE REENEN EE ENEE ENEE ERKENNEN 94 The Database Administration Menu 1 eeeseeee ENER EN NENNEN 94 zieliuee dios T M 95 E Een KE ie lee DE 112 POIG le 118 Ed ISGDOPLS rorarii POR Ut hana nanatnnanaaanincsancanaunancapncsnecin pag na DOM PLN Cine Lone Cd or eae 119 EEC SC So aetacantat chdcataruhd ontamaand I S iP e secnm x INE EI LE ELE 119 EIC Een LOOK LEE 121 Appendix A List Of TIMS Reports c1ccssccecceescnccnnsensennsenseeneanscesensenseessnssusennsenses 125 Available from Reports Menu 1 eeeeeeeeeseeneee nennen nnne nn nnn n nnn nnns 125 Available from Browse Screens 1eeeeceeseeseenee eee nennen n
132. t whether implementation in their organization is desirable Chapter 2 describes human resource needs and technical requirements for computer hardware and software guiding readers toward a decision about whether implementation will be feasible and sustainable in a given setting This chapter includes installation and setup instructions in order to get started with TIMS Chapter 3 explains how to input and edit data on courses participants trainers and assessments TIMS data entry screens are designed to facilitate entry and linkage of these core data This chapter provides instruction on data entry assuming some training data have already been collected on standardized forms and are ready for inputting electronically Chapter 4 provides instruction on running standard reports about courses participants trainers and assessments These reports will be useful for planning and monitoring training activities based on attributes entered on a regular basis Refer back to Chapter 1 for the layouts of all standard reports and for a guide to their programmatic utility Chapter 5 presents key questions for training program review when designing data collection forms for use with TIMS Standardizing data collection and getting all of the information needed for reports is an important step in TIMS implementation this chapter provides a guide for completing this task Chapter 6 shows users how to administer the TIMS database customizing the applica
133. ta manager using the Customize Application Country Filter see page 112 for instructions on this setting Choosing All Countries will display the information entered for every country listed in TIMS The province and district fields are automatically set to the default values and may not be changed If you use the drop down list to select a specific country e g Kenya and use the default values for province All Provinces and district All Districts all of the information entered for Kenya will be displayed Region Central Africa J Country keng zl Province Al Provinces J District Al Districts d To further narrow your search you may also choose a specific province and or district within that country Please see the example below Region Central Africa J Country Kewa zl Province Coast District Mombasa rz Note The geographic filter in TIMS requires information for the Regions Countries Provinces and Districts lookup tables If the user fails to enter all of the fields for data records the filter will not function properly City data are optional and do not have to be entered unless they are useful for monitoring Training Three independent categorical fields can be used to describe training events Training Delivery Training Focus and Training Topic A fourth category Training Content is related to and dependent upon Training Topic The Training Delivery list should be filled in first
134. tabase which is especially important in countries where several last and first names are common and where people tend to leave their date of birth blank on data entry forms or fill in different dates of birth each time they are asked Think twice before creating your own training program ID numbers as these are easily lost or forgotten and will thus lose their utility Generating the unique numbers will also generate new clerical work for program staff without necessarily being a good solution Will you ask for residential as well as work address from each trainer How many lines are needed for the street address Is a postal code used in your country DX n qe e Do you want to ask for residential as well as work phone numbers 7 Should you ask for e mail addresses 8 Which types and subtypes of healthcare facilities do your trainers work in 9 What are the sponsors of healthcare facilities in your country TIMS User Manual 91 10 Does your training program differentiate between several ranks of trainers What is each called 11 Does someone assess or qualify a trainer to certify her him at a given level or rank 12 What types of skills can your trainers teach 13 Do your trainers speak multiple languages and is this important for the program to know 14 Do you want to differentiate between Active and Inactive trainers for example to denote which are currently available and interested in serving as consultant trainers
135. ter Site Blante Malawi Course Mame Infection Prevention IP Training Delivery Group based Course Course Start Date i B January 2000 Training Focus Clinical Skils o Course End Date ER d amas d 2000 Training Topic Infection Prevention IF Course Length H Dal Training Content 4 Course Description ee H Region South Africa T Country Malawi rl Province Scuthem rz District Blantyre 5 Course Trainers e Course Participants H Award Funding KA Audit History Full Name Primary Role Secondary Hole Days Trainer Type d Allen Colin Lucas Guest Clinical E Qualified Master Trainer z a Andrews Dorothy Iriz Lead Trainer X Qualified Master Trainer e a Chilton Glory Helene Guest Lecturer Qualified Clinical Trainer Total Trainers 3 Add Trainer Delete Trainer Preview General Roster Preview Detailed Roster Delete Course Event Close Duplicate Data Entry Error Warning Before inputting data on a course participant trainer or assessment data entry staff should first ensure that the particular record has not previously been entered into the TIMS database TIMS checks for duplicate entries for only two fields National ID and Payroll ID These two numbers must be unique for each person entered into the database If you try to enter the same National ID or P
136. th these other values at a later date when more specific categories are defined and added Table 6 3 Data Filters for Browse Screens and Reporting Module Region Country Province District Training Delivery Training Focus Training Topic Course Date Award Reports module only The lookup tables and examples of the information collected within them in TIMS as implemented at JHPIEGO are shown below Lookup tables can also function as filters that can be used to narrow or broaden the scope of data viewed on an Input Edit Browse screen or included in a report Table 6 3 shows the fields that are located in the Input Data as well as Reports modules of the TIMS application as data filters Geography e Regions e Countries e Provinces e Districts e Cities Training e Training Delivery e Training Focus e Training Topic e Training Content 98 TIMS User Manual Trainers e Trainer Types e Course Roles e Languages Course Participants e Clinical Services e Qualifications e Responsibilities e Training Centers e Awards Facility e Services e Facility Types e Facility Sub types e Sponsors Assessments e Followup Assessment Type e Assessment Results Reports e Default Values Time e Months e Units of Time Geography The following five tabs Regions Countries Provinces Districts and Cities are important because they allow searching and entering information on participants in a
137. ther calendars may be used There is no e amp wm limit to the number of months specified LI Gm Customize Application mm Cl The Customize Application section allows the data JE manager to enable check or disable uncheck 6 June several specific pages and functions in TIMS a 7h o Disabled pages or functions will not be visible to i thes TIMS users unless or until the database administrator re enables them through this screen Below are brief NI 3 September descriptions of each Custom Application option 10 October Record 14 1 ob i REI R c quem Application x Enable Disable Pages and Functions Date Checker Function M Person Custom Page ca Registration Custom Page Iw Scores Financial Page Iw Facility Services Page ca Assessments Iv Country Filter Kenya v Date Checker Function When enabled this feature will verify for all dates entered that the day month and year fields are valid within the Gregorian calendar This feature cannot be used with other calendar systems The European date display format Day Month Year is used in TIMS for data entry screen display and reports 112 TIMS User Manual Person Custom Page This function enables disables the Custom tab on the person s screen The Custom tab contains five custom fields four pull down lists and one date about an individual person in the database If enabled these custom fields can be entered and browsed for each per
138. tion by editing lookup tables forms and reports adding or deleting users changing user permissions and using custom fields This chapter gets readers started in setting up the application for use in their organization Data collection forms designed based on the guidance in Chapter 5 are a prerequisite for the administration section setup explained in this chapter The Appendices provide a list of all reports available in TIMS and copies of sample data collection forms that can be modified for use in the field for data collection The forms contain all elements needed on participants courses and trainers for entry into TIMS 6 00 1 Electronic copies of the forms in MS Word 2000 and Acrobat Reader PDF formats are included on the TIMS installation CD available from the JHPIEGO Research amp Evaluation Office by writing to tims jhpiego net TIMS User Manual 1 Chapter 1 Benefits of Using TIMS The Training Information Monitoring System TIMS was created to monitor JHPIEGOS s inservice family planning reproductive health FP RH training programs that have been implemented globally Figure 1 1 Where Does TIMS Fit into a Country s Training Information System TIS Current International Needs Assessment Resource Materials National Policy and Service Guidelines Preservice Education Inservice Training for in Health Professional Practicing Health Schools Professionals Evaluation Service and Clin
139. tom of the screen pertains to hot key denotation when changing tab text labels It is recommended that the administrator keep the required text in fields that are needed for data entry 118 TIMS User Manual Edit Reports Clicking the Edit Reports button in the Database Administration Menu opens the Customize Report Header Footer form which allows customization of headers and footers for each individual report in the TIMS application Selecting one of the report titles from the Choose a Report pull down list will display the default report header and footer which were set using the Edit Lookups Default Values tab explained above The default value for each is shown and a field is provided for customization Headers and footers may be customized for all reports listed in the ztblReports table Customize Report Header Footer H Customize Report Headers Footers H n d X Choose a Report Participant Count By Course and District Z Default Header Footer Custom Header F ooter Header l zu Footer Source TIMMS E ource Malawi MOHP TIMS z Close Edit Users Clicking the Edit Users button in the Database Administration Menu will open the Database User Administration form below A login ID is required for access to TIMS Database managers may use this section to add a new user or delete an existing user from the database The data manager must maintain a list of authorized users and administrators for the TIMS
140. trained individuals of each cadre qualification Row totals represent the total number of persons currently practicing in that district Report grand total is the number of individuals trained fitting the selection criteria D Participant Count by Facility Sponsor and Year Participant Count by Facility Sponsor and Y ear Region All Regions Country All Countries Province All Provinces District All Districts Training Delivery All Training Focus All Training Topic All Course Start Date Unspecified Course Year Govemme Mongover Private USAID Other Total 20060 20 2 1 1 24 1899 4 0 0 0 0 4 1997 T 1 1 9 Jop 11 0 11 1885 14 0 0 0 0 14 1984 17 U 18 1993 6 0 0 1 0 T Totals 79 3 2 3 D gr Note Persons are counted once only in the most recent year a course that fits the selection criteria was taken Column totals represent the number of trained individuals currently working in each type of facility Row totals represent the total number of persons that most recently took a course in that year Report grand total is the number of individuals trained fitting the selection criteria TIMS User Manual 15 E Participant Count by Facility Type and Year Participant Count by Facility Type and Year Region South Africa Country All Countries Province Al Provinces District All Districts Training Delivery Al Training Focus Al Training Topic All Course Start Date Unspecified a C 2 S zz
141. ts form E Select a Trainer RK E E x Region Central Africa Search Bu Country Kerwa C E 1 i Last Name C National ID Province DI Provinces Ss rents ieee EE District all Districts m Cli ck Name National ID Trainer Type Trainer P Mallory Imelda Candidate Clinical Trainer fres o Click for to add IV Mstes James O OOO Bugs Advanced Trainer OOO ie this Mier Melissa N Qualified Clinical Trainer es MOE trainer Mis Agekaen Candidate Clinical Trainer ves information Molson Julia Candidate Clinical Trainer fres Jo on this tothe Moes Mase O O BusedCicalTamer Yes course Mam Hemma T de person Manson Thomas K LL ln ln Marshall Samson 9 MaondenM CdS y MulenNoenPeer ll ll MulganPauMichadl EN Myers Michael Rage SSES T Mew Person OF Cancel TIMS User Manual 39 If you don t see the needed course trainer on the list you must add the individual to the database s master person list before selecting her him as a trainer for the course using the following steps 1 Click on the New Person button on the Select a Trainer form to open a blank Person s Data Entry form First M ame Hational ID j Gender Curent Qualification Middle Name Payroll ID P Male Last Mame Other ID E Fernale Bi
142. tton on the Main Menu then Participants and Course Registrations I select Participants from the Data Entry menu This will open the Browse Course Participants screen To browse and edit participant data 1 Set the geographic filters for region country province and district to narrow your search 2 Enter all or the first letter s of the last name 3 Click on the search E button to display a list of all persons in the TIMS database that fit these criteria Srowse Course Participants I Region Central Africa T Country D Countries T Province All Provinces Enter All or Part af Last Mame Cl ick District D Districts T here to Persons l Full Name National ID Gender Birth Date x Click here ideis F amp kins Margaret Ann 5566984 Female 25 Aug 1948 for the person S fallen Colin Lucas 468973 Mae 25 Dec 1952 Person s courses oserEsherthep Des enee 23 Oct 1945 Data Entry screen Record 14 4 1 k of 3 Course Registration be Courses Taken Course Date Training Center Cl ick here d Jup Insertion and Removal 3 Noy 1334 Nver Provincial General Hospital 20s E for the Family Planning 11 Dec 1996 Embu Provincial General Hospital Participant Registration screen Record 14 4 1 kjhHjik of z Add Person Mew Registration Close 4 To view the courses a person has taken select that person by clicking on the box to the left of h
143. umns for inclusion and save those with new names he next time you enter this screen open the pull down list to choose a saved report TIMS User Manual Customize Participant Count By Qualification and Country Report Select Saved Report Report Maintenance Delete g Mew Annual Report for USAID Kenya Closeout Report For USAID Aw ashington Qualification and Country Quarterly Report For MOHP Please select the fields for the report Chosen fields Hot Header Accountant Administrator LI Auxiliary Murse UI Clinical Officer 3 E Counselor LJ ZA Intem Hesident 3 Medical Assistant LJ e Medical Student DI Midwife 3 a4 Midwifery Student DI Nurze 13 Edit Report Labels 8 Click Preview or Print to run the saved report Modifying a Saved Report Under the Report Maintenance area of the report customization screen you will see four options Each of these options allows you to make modifications to a report created and saved in TIMS Below find the explanations of each of the four buttons e Save To modify a report change the list of values and edit report labels then click on the Save button This will save the changed report under the same name e Save As Saves the report specified under a new name and leaves the original report name on the list e Rename Saves the report specified under a new name overwriting the original report name e Delete Deletes the
144. ups 1 Click the Edit Lookups button in the Database Administration Menu to open the Lookup Table Administration form 2 Add edit and delete lookup table values for each of the fields Field names are shown on tabs Click on the appropriate tab and TIMS will open the respective screen TIMS User Manual 95 E Lookup Table Administration E T E X Services Sponsors Trainer Types Countries Default Values Months Training Centers Training Focus Training Content Training Delivery Training Topic Awards Languages Unita of Time Clinical Services Facility Sub Tvpes Regions Assessment Results Cities Course Roles Districts Facility Types Followup Type Provinces Qualifications Responsibilities Assessment Hesult Competent Nat Competent Record I 4 96 TIMS User Manual Table 6 2 Where to Add Modify Values in TIMS Lookup Lists e Custom Person 1 e Qualification TIMS User Manual Administration Edit Input Edit Browse Lookups Screens 97 For some lookup tables values can be entered only through the Administration Edit Lookups feature For others new values can also be entered in the respective Input Edit Browse screen See Table 6 2 for a complete list of TIMS lookup tables and the screens where their values can be modified If an other category is included in any lookup table list for potential new values to be added later the data manager can change records wi
145. verage reports When a person changes facilities over time sequentially this will be reflected by the facility at the time of course registration housed with each courses data only if s he attended courses while working at these different sites TIMS does not allow you to enter current total numbers of providers deployed in order to calculate percentage of trained providers TIMS reports show only total numbers not rates However you could use the number of trained providers from TIMS as a numerator and your human resources deployment data as a denominator to calculate these percentages using a spreadsheet or statistical package There are no modules or methods included for estimating need for example the number of trained providers necessary to provide FP RH services for a given level of contraceptive prevalence and method mix Another software system such as ProTrain may be researched to see if this meets your programmatic needs TIMS does not allow you to enter targets or numbers of trained providers needed to calculate met need However you could use the number of trained providers from TIMS as a numerator and your target data as a denominator to calculate these percentages using a spreadsheet or statistical package TIMS does not merge or synchronize data from various sites into one central database It also does not allow you to copy sets of records from one TIMS database to another or import existing data from another training datab
146. versity of Nairobi B Scores Financial e Custom Fields i Comments Ki Audit History 7 Person s Info 1 y Qualifications A Person s Facility Facility Services Does this individual currently provide clinical services fw Check for ves Services Description P No Scalpel Vasectomy NSW n n STATI Training Information Monitoring System x K Neonatal Care is not in the list Are vou sure you want Ep open a Form Eo add it ta the list Supervision Fr Neonatal Care Record 14 4 Delete Registration Close li Select Yes and the following dialog box will appear You may enter a description of the service as well Add New Service Description Care for newborn 54 TIMS User Manual If you do add a description of the services as you enter them the browse screen will be more informative as shown below Services Description A STATI T Supervision Neonatal Care Care for newborns b Record Mla e lvul Jege 5 Click on the Scores Financial tab and enter the following information a Assessment Scores correct i Pre training li Mid training iii Post training b Course Participation Costs i Subsistence Per diem ii Time Off iii Tuition iv Other v TIMS calculates the Total after the above costs are entered TIMS User Manual 55 B Participant Registration Form Em E x Full Hame Klua Joseph
147. vices B Have you ever attended any other family planning training courses O Are you employed with the Ministry of Health MOH Start Year Responsibility Teacher Educataor Instructor Year Achieved TIMS User Manual Facility at Time of Registration Facility Name University of 5 Nairobi Faculty of Medicine Facility Type ponsor Medical ursina Midwitery Other School Government Other Facility ID Facility Sub Type street Address P O Box 196 6 site Phone site Fax Country Kenya Province Nairobi Area District Nairobi City Nairobi Zip Code Facility Services Injectables IUD Postabortion care PAC Scores E ina cla l Pre Training Assessment F4 00 D i Subsistence Per Diem 290 00 Extra 1 Mid Training Assessment 898 00 95 Time Off 6 25 Extra 2 Post Training Assessment 93 00 95 Tuition 85 00 Extra 3 Other 5 00 Custom Very satisfied Total Cost 346 25 Comments Highly enthusiastic Date Created Created By admin 7 3 2000 4 00 05 PM Date Modified Modified By Al23 2004 1 32 2 PM admin F Listing of All Followup Assessment Records Listing of All Followup Assessment Records Sorted by Last Name Date and Center Name Name Natonal ID Atkins Erie Coyle Karen Elizabeth Diet Andrew Christopher Gomez Jane Kristian 320417770 Kelsey James Milton Kragen Natalie Caroline Newcombe Silas Joseph Tyson Nancy TIMS User Manual Type Facilitative supervision Fa
148. wse to the Sample Data mdb file in the designated network directory and click OK If the application opens and asks for a password the two files are already attached 12 When prompted for a password enter admin Starting the Application To start the application double click the TIMS shortcut icon located on your desktop or browse to and open the TIMS application MS Access file The application will open as shown below You are now ready to login Application Login The TIMS login screen will appear as shown below You will need to enter one of the two user login IDs that have been created for the system Data managers and data entry staff will enter Training Information Monitoring system admin and other end users will enter user These logins Usel will give you the following Z2ZF rights to the TIMS database VK e Admin Enter modify and NEWPENNFENUEHWNWVEEN delete any type of record A LM LL make changes to lookup A Monitoring field values Run all reports Sys f e m e User Enter and modify data and delete certain types of records Run all reports Please enter your User ID to logon to the Cancel Once the data manager has set up user accounts for all staff that need electronic access to TIMS each person will have a unique login ID by default the first initial and last name of the person but these can be modified to keep IDs private At that point the user and admin logins
149. y ea zl Frovince Al Provinces zl District Al Districts J Enter All or Fart of Last Hame Sot Bu a E Person Center C Date Followup Assessment Pers National D Assess Type Assess Date Training Center m Click here to generate report F New Followup Assessment Close Preview All Followup Assessments TIMS User Manual 85 Individual Training Profile x First Name she Mational ID Ia Gender Current Qualification Middle Name Chey Palli Male Nuse Midwfe Last Mame kee Other ID P Female Bith Date 23 Detober 1945 Deceased amp Address K Trainer Info Clinical Skills Current Facility e Custom ai Audit History Address 1 Box 34 Address 2 KI Region Cental Arica o Country ema zl Province Nambi ea District Nairobi A Cty Nabi zl Postal Code Phone Home 5475 Work 42174 Email Click here to generate report Preview Training Profile Delete Person Close Assessment Record for an Individual ES Followup Assessment Data Entry E J E EA Full Name Dietz Andrew Christopher En Followup amp ssessment D ate U B August T dat Facility Name Kamuzu College of Nursing Blantyre Campus f Training Site Blantyre Malawi zl Followup Assessment Type Faciltative Supervision ET Assessed Services Audit Histon 0000000000000 Assessors Ful Mame Service R

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