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2. Installation and Start

1. New t ete amp Grouping Project Daily Forms Directories Training Export To Backup Settings Information Record BW Move clients sessions Excel Copy Editing Registers Reports Service i Name of commodity or service Description of Type of Commodity group Publication type Target audience Name of Organization code L Commodities and services commodity commodity or organization service syringe 5 ml 5 ml syringe Syringes Alliance 123 ett Service delivery sites Sex in the city book Booklets Information ma Issue related IDU FSWs Alliance 123 Es Male condoms Contex Condoms Other Alliance 123 Narcotic substances HIV rapid testing Counselling r Counselling a Alliance 123 Nr ra Bakes Yenerologist consultation Counselling r Counselling a Alliance 123 al g i Lubricants Contex Lubricants Other Alliance 123 2 Lawyer consultation Services Services group Po ee Sree Syringe exchange Syringes colle Exchange co Alliance 123 A Project staff Both screenshots represent the same list e The Move function allows the user to move records one by one between different folders For this purpose you should select a record hit the Move button and specify the target folder Example In this example the record marked in grey is being moved from Folder 1 into Folder 2 gt _ Directories Commodities and services Belg Create Folder i 4 we ee BB
2. move up and down one by one a e move up and down all together A e split the selected items on two or more groups for each group a separate report table will be formed atl e copy chosen selected items 7 6 Report for pivot tables in MS Excel mark if marked the report will be suitable for further analysis utilizing pivot tables For example the Coverage report with summary options primary risk group gender in rows unique clients visits syringes and condoms distributed in columns together with detailed report with client ID gender ethnicity and condoms and HIV counseling received will be set like this 49 P SyrEx2 Coverage for the period g File View Directories Registers Reports Functions Window Help E x CA e Cete Folder i RIB A Q A LE 8 4 3 va x e New Edit Delete 7 7 Directories Project Daily Training Print Export To View Backup Settings Information Record 8 Move clients Recording sessions Excel Copy Editing Director Registers Reports Functions Period Main social worker Display cients Algorithm to count new cients E 01 06 2011 31 12 2011 amp All clients reached Typical for each organization a Ps Project x Complete match Service delivery sites Report options m Summary risk group gender Detailed Gen Ethn Con HIV couns o Gr Set report options and press Generate M Welcome
3. Type of commodity or service Define parameters to be recorded for referral and or counselling C Syringes Needles Registration against cient ID code Condoms Counselling testing provided within project 7 Medical commodities Positive result identified for testing 7 IEC materials Referred for counselling testing treatment Services Counselling received tested through referral Other Treatment received through referral Collected Commodities Counselling or testing category Counselling or testing category Attention From the long list of categories available Le ne select a category that most closely corresponds to the Drug and Alcohol Treatment Rehabilitation type of counseling offered Employment HIV Counselling VCT and Treatment Hepatitis B C Diagnostics and Treatment Legal Methadone Maintenance Treatment After selection of a category please be sure to mark the parameters of this referrals and counseling service corresponding to appropriate practices of your organization Registration against client ID code signifies that this counseling and subsequent results of testing and treatment if marked will be offered based on an ID code i e each event of counseling results of testing etc shall be brought into agreement with the ID of an individual project client Without this mark you will be able to enter the total number of counseling regardless particular clients Cou
4. Group Ctrl G Move Ctrl M gt Using the Mouse e A double click opens a record for editing e A double click on a white background creates a new record e A double click on a tab at the bottom of the screen closes the active window gt Using the toolbar y A E3 Create Folder New Edit Delete Record Move Editing gt General Options e Exit one level up Esc to cancel e Paste from Buffer Ctrl V e Copy Into Buffer Ctrl C e Search Filter Ctrl F gt Fast Switch to the Directories e In all fields to be filled in with the help of dropdown lists there is the button that allows you to make a quick jump to the appropriate section of the directories or client list for viewing and editing The H button clears the contents of a field In most cases SyrEx2 provides pop up help messages to make interface and functional features easier to understand and to use 5 4 Using the Lists The lists are used in the directories client register daily records and training records The following general rules are applicable to all the lists of SyrEx2 e All columns are movable in any order 1 e your own order of columns displayed can be established In order to do this you must click on the name of the column with the left hand button on the mouse and then keeping the button pressed drag it to the desired position e The width of all columns can be adjusted similarly to procedures used in MS Excel e You can customize t
5. New Edit Delete Directories Project Daily Training Backup Settings Information Copy Record 8 Move clients Recording sessions Editing Director Registers Functions Client ID A Basic information Initial ID Year of birth 2000 Clients age 11 Drugs and substitution maintenance treatment SMT Date of first contact E fo Social status Client s gender Ss 1 i Lo Risk behaviour Ethnicity Health status Num of dose contacts 0 fa Client visits 16 08 2011 X New data x 16 08 2011 Dynamic parameters Primary risk group J WW b When added some tabs may be hidden Cancel E Welcome to SyrEx2 T Directories Commodities and services Project clients 2 Add record New Record Completed a gt 3 2 2 Dynamic and Static Parameters of Client Cards In all the blocks of the client card all fields parameters are divided into static and dynamic ones Static fields may have only one value throughout the entire time and cannot change with time When the value of a static field is changed the details of its old value are not preserved For example 1f we change a value in the static field Tested for in Health status then the system will not retain the earlier information assigned to this client in this field For dynamic fields the history of parameter changes can be preserved For example you can add a new value for the dynamic parameter Primary risk group with ind
6. Other C Medical commodities Wipes TEC materials Filters Services 0 Containers 0 Referrals and Counselling 7 Commodities kit e Other Other C Collected Commodities e Collected Commodities Within this type p Type of commodity or service there two subitems Syringe and Select type Needle Enter the commodities a collected exchanged through your Syringe project into the directory Condoms f Needle 0 Medical commodities C IEC materials 0 Services 0 Referrals and Counselling C Other For each of the commodities or services offered you can select Hidden left hand corner at the bottom of the screen This option will enable you not to see the commodity or service the same as other directories items that ceased to be of current relevance and need not be specified in the Daily Recording Sheets Using this function you can shorten the list of commodities and services shown for convenience sake while preserving records of distribution of this commodity offering this service in the past periods If the project goes back to distributing this commodity offering this service you can remove the Hidden checkmark and this record will be shown in the list again and available for records keeping purposes In the list of the directory the record will be displayed at all times 17 3 1 3 Service Delivery Sites Please specify service delivery sites operating in your organization by
7. option it is necessary to select not a single file but a folder with files in the address line In this case all the update files contained in this folder will be processed When selecting Test While Loading option the file s will be additionally tested for errors Please note that when this option has been selected the system can take a longer time to load The Generate data for comparison option is used to find out the differences between two upz2 files of one organization You may select both two files for downloading with Bulk Loading option or download them one after another use only Generate data for comparison option with each file downloaded 4 3 Period Closure Closing the previous reporting period represents an essential component of reporting requirements for any organization In accordance with this procedure the previous reporting period as well as all the preceding periods should be closed for the purposes of saving information after the organization s report has been approved After this period has been closed no changes can be made to the organization s records for the previous period of operation To generate the correct period closing codes the special Organization ID and password is required Please apply to vasbor vasbor com for it The codes generation is being done from Organization directory Click on the right button of the mouse to open a menu 60 Gi C4 x E Cre
8. 1s recommended to leave the default general settings unchanged If you find a certain functional element of the system inconvenient you can customize the available options offered on this tab 66 G Settings General settings Debugging Programme Options Ed Backup Copy M Epot 4 gt p AutoComplete options General settings Settings V Tum on pop up AutoComplete window to speedup data input M Ignore upper case lower case differences Dropdown lists Show code before name Document bar options M Hide document bar automatically M Close document at double click on the document tab Maximum tab width 100 M Document bar at the bottom of the window Font size M Use increased font size in input fields M Use increased font size in lists and input tables Input tables D Hold Enter to move cursor down otherwise to the right D f selected Tab button will move cursor to the right in the table otherwise move to the next input field List options M Draw grid M Disable return sorting for big lists i Cancel e Debugging This setup option is technical and intended only for developers e Settings You can leave these options as they are by default or you can customize them to suit your convenience The client s minimum and maximum age settings will determine the permissible age range after which the program will not output an error message 67 ts Organisatie 4 E Client data opt
9. All Users to make this database available to all Windows users Example Connection configuration Add record Configuration name Server name leave this field empty if you want to use built in database po Database name empty if default database Port 0 basic Add record test 0 Default user name woh For all users When establishing connection if no database at the set address is found the programme will offer to create 4 new database After clicking OK the added database will be shown in the list 76 Connection to database Information database list test ftest root Editing database list n ou n Jy 2 gy et a Select database and press Activate You can select this database and click the Activate button In this case the SyrEx2 system login window will appear and this database will be indicated as the database that will be connected As in the case with the test database at the first connection the system will point out that this database does not exist and it should be created Upon subsequent connections you can simply select a database clicking Ok and then Activate after the desired database has been chosen Connection to localhostitest2 test2 Database for connection test Connection to server User name Password TI 6 2 Computer Requirements e Operating System Windows XP SP2 Windows Vista W
10. Copy Director Registers Functions TOOLBAR oe Go to the Alliance website Go to the developer s website WINDOWS TABS Open TO CLOSE THE TAB Project cients Daily Recording l i Welcome to SyrEx2 Report on referrals and counselling for the period 1 Project clients Fi Daily recording sheets Client visits Completed If the Toolbar is not displayed it can be switched on using the relevant option in the View menu In SyrEx2 when a section is being opened the program creates a tab Thus you can simultaneously work with several sections of the system guides client lists daily record forms etc In order to move from one section to another you do not need to close the previous section as all you have to do is switch from one tab to another ust as in MS Excel Examples of tabs are shown in the figure In order to close a tab you have to go to it and click the cross shown in the figure with a red arrow or double click the name of the tab or select the menu option File gt Close Window Some of the buttons on the toolbar may be inactive displayed in grey or be missing depending upon the program component with which you are working at the moment x F Create Folde 2 4 z8 a i 1 New Edit Delete Grouping Directories Project Training Export To Backup Settings Information Record amp Move clients Recording sessions Excel Copy Editing Director Registers Reports Fun
11. Ctd ns jing r Counselling a General consultati gt Edit curent record Cid Enter Ing r Counselling a l syphilis test ng T Counselling a a RP te chlamidia test ee a ng T Counselling a A ee Group Chi G ee ma GF n personal hygiene WY Move am Mices Services group Se Funding sources 4 Transfer list to MS Excel Show Hide columns k Organisations Welcome to actories C RI Org SyrEx2 ff Directories Commo err eae 8 of 8 records loaded into memory Find CF In order to create a folder you can use the button on the toolbar or the shortcut menu that appears after clicking the right hand button on the mouse both options are marked with blue arrows in the figure Using the folders you can group records in the directories at your convenience For example you can create one folder for all handouts and another for all services Both handouts and services are a part of one directory For each list in the section Directories the set of columns shown can be set up through the shortcut menu click the right hand button on the mouse in the list of fields displayed Name of commodity or service Name of commodity or service Type of commodity or service Commodities and services group Donor Publication type Target audience Name of organisation Organisation code popggcEgggg Description Counselling r Counselling r Counselling r Counselling r IEC
12. IDU s he has to be added as a client and shouldn t be counted in this field Primary risk group You can choose only one group Dynamic parameter Additional risk factors You may choose several factors 2 e Comment different comments in any format gt Drugs and SMT Substitution Maintenance Treatment The fields on this tab are required for clients who are both injecting drug users and non injecting drug users smoking inhalation etc Click Complete to complete this section P Syrba Edit Record 1NM781 123 File View Directones Register Reports Functions Window Help 2 x F Create Folder i B 4 ZR Ee C 5 Q Project Daily Edit Delete G Grouping Directories Training Backup Settings Information p Move clients Recording sessions Copy Editing Director Registers Functions GT bexicirfometon P lt nwa ef gt 1207200 m amp Drugs and substitution maintenance treatment SMT Complete fo Social status to Risk behaviour Health status fe Client visits When added some tabs may be hidden Welcome to SyrEx2 fil Directories Commodities and services RA Project clients Ce Edit Record 1NM781 123 Completed The following window will pop up Add record New Record File Registers View Reports Services Window Help x Se 2 J 28 ES amp Groupini M A NI pa New Edit Delete AAHS Project Daily Forms Directories Training Backup
13. N 1 x eeg BBE BS CO New Edit Delete Grouping Project Daily Forms Directories Training Export To Backup Settings Information Record Move clients sessions Excel Copy Editing Registers Reports Service Name of Organization code organization Commodity group Publication type Target audience Type of commodity or service maannasseassnassnassunssnnssnensnassnsssnnssnssennssunssanssnasensssenssunssenssunssnssenssnnssenssanessnassnassunssnnssnasensssnassunssnnstusesunssnnasnansansennssnassnnssnnssnnsssnssnnssnnssunssnnssnnasnssnasnnsennssnnssnassnassnnstnnssnnssnasenassnassnnssanssnssnansnsseansensssuassunssunsnasesnnssunstunssenssenssanssnssennsenasenssenssnasanatensssnnssnassnsssnassnssnnssnssnssansnasanssnsssnnssnnssnnssnasssnssnsatnassnsssnetsey Description of commodity Name of commodity or service pores EE Service delivery sites AMENER SSSR RS RS SR en ES EEE j Alliance 123 E d HIV rapid testing Counselling K Counselling Az Alliance 1 23 2 Venerologist consultation Counselling r Counselling a Alliance 123 A Lawyer consultation Services Services group DA T of activiti ini ions 7 M EE Sa eR eee Syringe exchange syringes colle Exchange co Alliance 123 Le Darkin of cinta Example the Group function is disabled Directories Commodities and services EEK e File Registers View Reports Services Window Help o x M x W Create Folder 2 4 J 38 LE oh
14. Report on commodities and services for the period 43 02 Report on counseling and referrals for the period cccececccccccceeeeeeeseeceeeeeeeaeeeees 45 3 5 3 Report on training sessions conducted 46 3 5 4 COE TOR FNC DO E 46 3 5 5 AU RCE US DO O CR EE 51 4 Other program functions ccecccccccccccssssesseecceeceeaaeessseeeeeeeeesaeesseeeeeeeeeeeaeeeseeeeeeeeeeseaaeeeeeeeeeeeeaaas 52 Mi CANO TAIN E a E asec aane een cheer atc eran ee hens eeceni chorea cars 52 Be Daaa a E wate naie a abacseen debepiraedoeunceweteneaeasieueanateaescsdboundecn 53 4 2 1 By ACK COPIC Sa 0 ee de it dde 54 AZ Data Transfer for consolidation Us 57 o PEO ETOSO ee ere de ee E E 60 A Sata ASeS COM a 62 3 ADOLE PO e ee ee dc 64 5 1 Menu Structure General Information 20 0 0 eee eeccecceccecceccecceccecescescescescesceeceecescescens 64 SE eeesnaeeceteean yee E E E E 66 Dos Hotkeys and interlace Fe Wes os saccisiaasca treo bers siaanecaieosetasneas adroosbevsssuneeantosebdaemeesaeodealeas 70 A U RE E EAA E EA E E 71 5 5 Important Points To Remember When Using The Directories cc ceecceeceeeeeeeeeeeeeees 73 CC Cal OO ee ee dt 75 6 1 Running Several Databases on a Single Computer 75 0 2 ICOMPUTEr TRECUIRE E DS on 78 Doe CCA iar een Ge Bo E E E 78 1 General Information 1 1 About the program SyrEx2 is an automated records management system developed by ICF International HIV AIDS Alliance in Ukraine with financial
15. VE SG 9 New Edit Delete Project Daily Forms Directories Training Export To Backup Settings Information Record Move clients sessions Excel Copy Editing i Registers Reports Service Name of commodity or service Description of Commodity group Publication type Target audience Name of Organization code ME Commodities and services commodit or organization es Move record or folder zeal Service delivery sites 5 Folder 1 Alliance 1 23 Folder 2 TEE Move record or folder syringe 5 ml to Alliance 123 D 5 i 5 a Narcotic substances ml CET I ex in the city E Folder lance L Types of activities training sessions classes kaa toniame 2 Folder 2 Aliane LES a 4 j HIV rapid testing 6 Alliance 123 Venerologist consultation y Alliance 123 Pata arcs Lubricants Alliance 123 Lawyer consultation Project staff Syringe exchange FE 2 Alliance 123 gt Sources of financing e 5 Z gt F gt p e In the tables of Daily recording sheets you can copy and paste using the Ctrl C key combination to copy and Ctrl V to paste When a range of cells is selected with the mouse the copied value can be at once pasted into all the cells of the range In this example the cell 3 was copied and pasted into two selected cells e All the lists and reports can be transferred to MS Excel using the Export to Excel button on the toolbar 5 5 Important Points To R
16. be generated only for a period of one year so you ll have the number of regular clients as of the last day of the period 5 Algorithm to count new clients three algorithm to be chosen e For the whole country client is counted as new one if he appeared first within all country database For example the new client of organization A who earlier receiver services in organization B is not new one in the reporting period for the country on the whole so he will not be counted as new client under this algorithm e For each project if the client has already received services under some other projects but in this period he was firstly covered by the current project he will be counted as new client for that project e For each organization the client who has his first visit in current organization in the reporting period will be counted as new and shown in the report under this algorithm 6 Project If you want to generate coverage report for all projects leave this field blank 47 7 Report options Obligatory field The list on option groups can be set by the use of the report constructor This instrument is available only for Coverage for the period report and is operated by clicking on left up corner buttons number 8 New record Edit Delete By clicking on new record button the following window will appear Report settings Name of report template 1 6 Report for pivot tables in MS Excel 2 Summary report grouped
17. call up a search and filter dialog box in all operating modes when the lists of records are displayed Project clients Daily recording sheets etc using the Ctrl F key combination Search and filter Search and filtering phrase Search Field lt All Fields gt x Find all Filter Find Find next Cancel The Find All option displays all the records which satisfy the set condition in the search and filter window Search and filter Search and Filtering phrase Alex Search field Main social worker v Find all Filter Find Find next Cancel Search results Service delivery Main social worker Second social Third social worker Report date Comment location worker service point l Bill Scott 16 10 2010 service point l Bill Scott 20 10 2010 service point l Smyrmov Alex 15 10 2010 If a search condition is set then clicking the Find button will mark the first record in the primary window that meets the requirement Clicking the Find next button will mark all the records in the basic list that satisfy the requirement one by one If a filter condition is set then clicking the filter button will display only those records in the basic list that satisfy the requirement Using the Cancel button will redisplay all the records The Search and Filter options will also function if you specify a partial word phrase or number in the search condition 52 A quick s
18. count new cients 01 06 2011 31 122011 x All clients reached 4 Foreachproject Project 6 Complete match Service delivery sites Report aptions M Test ID SE se EETA mm cer EM Johor 2 cove BM Batu Pahat Gr H 0 Labuan 7 H D Kedah g Report on referrals and counselling for the period g Report on trainings conducted g Coverage for the period Completed l 2 3 4 Period Service delivery site in example with grouping Organization Region Site Main social worker Display clients three completely different counting methods may be chosen e All clients reached report will show all the clients who receive at least one commodity or one service in the period e New clients report will indicate only new clients namely those who were pup in the database and received their first commodity or service in the chosen period Clients were registered and received services in the previous periods and whose Client ID was changed in the reporting period won t be counted as new clients Notice that if client s information was included in the database Project clients cards for example in June but the first services were received Daily recording in July he would be counted as the new client covered only in July e Regular clients clients are considered regular if they have used project services at least one time in a month in the course of twelve months This type of report can
19. in rows Summary report columns Detailed report Other Grouping 4 Mot selected Selected Gender Gender Primary risk group as of the end of the period New dient 3 ra Primary risk group as of the end of the period Secondary risk group as of the end of the period Age group First site visited by the dient Education Project Service delivery site Type of service delivery site Geographical location of service provision Service provision region 7 1 Name of report template 7 2 Data output options e Summary report grouped in rows there you may choose the list of summarized groups by which you want to see the distribution of data e Summary report columns data numeric fields with client coverage and other connected information that will be extracted according to the fields selected in the previous option Some fields are quite similar for example Male condoms and Clients who received male condoms The difference between them is that the first one ex Male condoms will show the number of commodities or services units distributed between the group of clients in the row Another one ex Clients who received male condoms will show the number of clients who received at least one of the mentioned commodity or service Clients Male condoms Clients who received male condoms DU 100200 9 S In the example above 100 clients were covered by different services during the perio
20. materials Other services Counselling a Counselling a Counselling a Counselling a Information ma GF Services group 12 3 1 2 Commodities and services In this section you must create a separate record for each of the consumable and information material distributed by your organization and for services rendered When creating a new record in the guide for handouts and services you will see a window like this P SyrEx Add record New Record File View Directories Registers Reports Functions Window Help Fd x F Create Folder 9 2 4 ae ae C ty Project Daily Edt Delete S Grouping Decdnies hu Estes se ben W Move clients Recording sessions Copy Director Registers Functions Name of commodity or service Funding source pe Type of commodity or service Syringes Needles Condoms Medical commodities TEC materials Services Referrals and Counselling E a i x D m T m m D p T E 5 Qi E a LLI 5 Q T Q in D E m n Q Ez E Oo oO pm Organisations Welcome to SyrEx2 Directories Commodities and services ra Add record New Record Specify the name of commodity or service in the field of the same name Add a description and a funding source if necessary Attention The funding source is selected from the list formed in the directory titled Funding source We recomm
21. please put a checkmark in the Complete Section box This window will show up W SyrEx2 Edit Record 1NM781 123 File View Directones Registers Reports Functions Window Help F4 E Create Folder i 2 K ZE mB E P2 New Edit Delete GE Grouping Directories Project Daily Training Eeport To Backup Settings Information Record 8 Move clients Recording sessions Excel Copy Functions Editing Director Registers Reports M Complete secti 2 Basic information M Complete section Tested for amp Drugs and substitution maintenance treatment SMT Disease Inthelast6 Knows Knows In HIV AIDS treatment from year 1 HIV AIDS 2 Tuberculosis 3 Hepatitis C 4157 fo Social status to Risk behaviour 9 Health status fe Client visits When added some tabs may be hidden a Welcome to SyrEx2 ie Directories Commodities and services B Project dients mi Edit Record 1NM781 123 Ready For the recording of testing diagnostic and treatment information four individual diseases and one group of diseases STI Sexually Transmitted Infections have been entered into SyrEx2 30 Attention You can t add to the list of diseases but you can record information corresponding to the specified columns relating to the five diseases shown There are the following fields Ever Has the client ever been tested for this disease or group of diseases In the last 6 months Te
22. sl After this the folder with template saved will be opened The file name is Report2 system code To upload the filled daily recording files back in SyrEx you may change only system code characters for example your saved file may have the name Report2 2011 08 16 Port 1 Files can be saved anywhere on the computer 1 2 3 4 5 6 i 6 5 Date Social worker 2 Service delivery Social worker 20 Project owe SyrEX2 2 0 1 6148 17 08 2011 Comments Attention CE ede eee eens en To fil in the templates choose the date place worker materials and counseling only counseling against client ID code may be entered from the drop down list Then fil in manually the list of client ID codes and their materials and services received To upload files in the program use Upload the forms menu If you want to upload the files in the current folder in SyrEx open that folder and click on the right mouse button inside choose Upload the form into this folder menu 38 aed cy 1 Alberto 29 07 2011 Transfer list to MS Excel a Show Hide DFE ET Welcome to SyrEx2 _ Daily recording sheets Client visits of 2 records loaded into memory Minimise column size Find Upload the form into this folder Load registers This wizard is designed to load registers generated in MS Excel and saved in XML format Batch loading Select import file and press Next to continue For each file a d
23. stating their geographical area and type For this directory the Hidden function 1s also available for designating the service delivery sites which were in operation before but then closed down temporarily or permanently Service delivery site Type of service delivery site Editing of service delivery sites directory m o m D D Ea D o D w Street Dropin Center Community Center B Pri 3 1 4 Narcotic Substances This directory should include the list of narcotic substances commonly available in your region In the Drug name field you can use the slang term common name of the drug This will simplify the completion of client cards In addition to its name for each substance it is necessary to indicate the type of drug the method of use and the way of production Add a description 1f possible Editing of narcotic substances directory Stimulants amphetamines Tranquilizers barbiturates sedatives Narcotic substances Other substances more than one substance 18 Attention There is a pop up help message for each item and to see it all you have to do is keep the mouse pointer over the option of your choice for several seconds Drug name Active ingredient of cannabis hemp are cannabinoids They are contained in the plants of Indian hemp The most Description widespread drugs produced of cannabis are hashish and marijuana Normally drug users smoke or eat th
24. support from the Global Fund to Fight AIDS Tuberculosis and Malaria This program is used for monitoring and recording in HIV prevention programs among all vulnerable groups The key functions of SyrEx2 are the following clients registration recording commodities and services provided recording trainings and other group events reports generation by different criteria transmission and aggregation of data from multiple sources Computer Requirements e Operating System Windows XP SP2 Windows Vista Windows 7 Windows 2008 Windows 2008 R2 100 MB of Free Hard Disk Space Minimum 512MB of RAM Minimum more if dealing with a large memory base 2GHz Processor and Higher The installation package of the program includes the following three files e installs the shell of SyrEx2 e installs the database management system 1 e SQL that ensures system operation e a system configuration set up file used after installation of SyrEx2 to determine the system usage mode and upload basic settings 1 2 How to use this manual This manual is divided into silogical sections Installation and Start Up Guide for SyrEx2 is a step by step manual with a description of a set of actions which once completed allow the user to install and directly proceed to use the system This section also provides basic recommendations on how to work with the interface in an efficient manner Conduct of database is presented in the forma
25. this purpose you must complete the Directories Information from them is used for completing the Daily Recording Sheets client cards and report generation There are several types of directories and two types of documents daily records and training sessions We ll study them below 3 1 Directories 3 1 1 Organization directory E SyrEx Welcome to SyrEx2 File View Directories Registes Reports Functions Window Help F Commodities and services i Service delivery sites 2 4 bd New Edil md irectonies Project Daily Training Record SE clients Recording sessions Package of services Editing Project staff As soon as you open that window the Information about organization appears _ es Organisation details d fi Organisation details i Tl m 5 Ca TestiID 2 Full name of organization 3 Name of project 4 No of agreement 5 City 6 Address of organization m I Before entering data in the database the Organization ID should be entered This can be any code made up of letters of the Latin alphabet and digits which will be unique for your organization and cannot be re applied by another user of the system If your organization is working in several localities or in the city and the region and you are planning to maintain separate records then your organization IDs must be different In addition to completing the REQUIRED field Organization ID it is recomme
26. to work with F insail configuration the program it is necessary to specify ee rm the configuration used system operating mode and basic settings The xcfg xml configuration file is included in the installation package At the first start up the following window will show up Click the configuration folder select button shown with a red arrow and find the configuration file included in the installation package gt Open web page with available configurations About configuration Configuration not loaded gt Desktop search Select configuration you would like to install Configuration Install Click OK It may take several minutes to download the configuration file gt Open web page with available configurations About configuration Configuration file for Harm Reduction projects gt Find other configurations in this folder B om TT E J i E f z E D D oo gt Desktop search w Li on prar G k D o Now the main system window of SyrEx2 will open after start up the backup copy is out of date message may appear on screen Click OK 2 Backup i Am om pre a 4 3 Conduct of database Database loading consists of two general parts directories filling and documents entering After the program has been installed it must be adapted to suit the specifics of your organization for
27. types of medical commodities Select F Needes Iodine briliant green the one that most matches the type of de ee es Can iYOragen dioxide commodity you specified If you Condoms i cannot find an appropriate category Medical commodities Chlorhexidine mark the last item as Other IEC materials Adhesive plaster medications Services Bandage C Referrals and Counselling C Cotton wool C Other C Water for injections 0 Naloxone f Other medications f Collected Commodities e IEC materials This section specifies all types of printed materials distributed through your project This includes both the materials that you developed and published independently as part of ongoing projects and the materials that you received from other organizations for distribution purposes Indicate the target audience of the publication several groups can be marked and the type of publication Attention Circulation numbers should be indicated ONLY for your own publications If the printed material has been obtained from another organization please leave the field blank 14 Type of commodity or service Syringes Needles l Condoms 0 Medical commodities 0 Services C Referrals and Counselling C Other C Collected Commodities e Services Select one out of the types of services indicated basic medical care personal subcategories personal hygiene self assessment risk form other personal Psycho
28. 7 Double click this item Find SyrEx2 on the list and click Remove Wait a few minutes Now the program has been deleted Close this window 2 3 SyrEx2 installation Run the Syrex2Malay setup 2 0 1 X XX X msi file Note Only computer administrator may proceed the installation Some Windows versions require clicking on the installation file with the right button of the mouse and choosing Run as administrator F SyrEX2 Welcome to the SyrEX2 Setup Wizard This window will appear Click the Next button The installer will guide you through the steps required to install SyrEX2 on your computer WARNING This computer program is protected by copyright law and intemational treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil or criminal penalties and will be prosecuted to the maximum extent possible under the law The backup procedure is outlined in para 4 2 1 Backup copies This window will appear The user is strongly advised against changing the settings of the installation folder properties Click Next to complete installation Note for some systems the default disk can be different for example D Program Files www vasbor com SyrEx2 In this case it is also recommended to continue installation with the options offered by the program Click Next Please wait until installation is complete This process may ta
29. ICF International HIV AIDS Alliance in Ukraine Automated Records Management System In Harm Reduction Programs SyrEx2 User s Manual 2011 Table of Contents ADS OE ONI a ee dde an ete ee ee 2 LE Ce ACTA UT ORI AION open a a on 3 Ll ADOUCIR POLO OR ne de dde een n en n sa De ee ent 3 L2 Hono SE CS AA dada emo ae done ce 3 Eo Too ANG eI ONS e a 4 2 Installation and Start Up Guide for SyrEx2 ss 2 2 1 Download the installation package of SyrEx2 ssssnenessesssssserrssssssssscersssssssseeeeresssssseereresssss 5 2 2 Installing SyrEx 2 over previous versions ere rereernnsssssssnnes 5 Din VE AIS A AUN OO a E ene u aden cteusessountaeks 5 pig M SOL LS AO ee be ae da ae a E de ae ee 7 D M ESS PAPA D ee ee E S 7 200 Con ur OS UE E E E E E 8 De ONU Ola A DASE Sd be a de et at 10 LS DEO SE E E E T E 10 3 1 1 Organization GUC CLOLY apotecio ien in in E E a a naei 10 Daz Commodities AS 13 3 1 3 SNES DN A E ea E 18 3 1 4 IARC UNC SOS CO e EE ce ES 18 3 1 5 PACK AE OSCAR a eee eo nee an eee a D cu 19 3 1 6 OC A sere croc A teen ce soa stance ces A E E A 20 3 1 7 Fondin OU CC ere E 21 r P COS E E E E 23 eae General IMIOPMAUON 2 EE ES SE EEE 23 2 2 Dynamic and Static Parameters of Client Cards 26 3 2 3 Filling in the blocks of client cards ss 21 Joe DA FCO GIN SINC 0G E po T en a a cites 31 34 Tr aming SESSIONS CONGUCIE scrisese arn EE ass seen creed nn rence tresses 40 RO a 41 3 5 1
30. R Welcome to SyrEx2 EA Project clients 4 Daily recording sheets Client visits 2 Edit Record 2011 08 16 Completed jz 35 2 Referrals total counseling and referrals without ID Here you record referrals for counseling testing as well as counseling testing treatment provided by outside specialists recorded not by ID code i e for each case of referral counseling testing treatment you can specify only the total number of clients using these services but not their ID When adding this type of register the list is automatically filled in with those records of the Directory Commodities and services where the Referrals and counseling type was marked and where the Registration against client ID code box was not check marked 1 F SyrEx2 Add record Mew Record gt O d File View Directories Registers Reports Functions Window Help 666 W a gn 48 amp z Ui F a E ai Directories Project Daily Training Backup Settings Information clients Recording sessions Copy Editing Director Registers Cepeuc Service delivery date Service delivery site Main worker Second worker i Ex Third worker Project Comments r Cr k r kK 4 Visits Referrals 2 Ta g Indicator according to directory Total number of referrals j counselling General consultation 119 Counselling testing provided within the project General consultation 219 Counselling testing provi
31. Settings Information Record Move clients sessions Copy Editing Registers 5 ervice 15 10 2010 I New data e g gt gt 151 0 2010 E 2 Basic information amp Drugs and substitution maintenance treatment SMT Main drug fo Social status fil x Injections ail Peroral administration Lo Risk behaviour I Nasal administration Smoking inhalation o Health status Frequency of main drug administration Occasionally fa Client visits C Once a week C Several times a week C Once a day C Several times a day Participation in substitution maintenance treatment k Length of drug use 2010 year 0 enter 4 digit year of drug use commencement or 1 2 digit number of years of drug use 0 means less than a year Secondary drug b Gg When added some tabs may be hidden g Welcome to syrex2 Directories Sources of financing 2 Project clients 2I Add record New Record Completed 28 In this case the required block 1s Main Drug To complete this block you can select one of the narcotic drugs from the directory Also you can complete the fields Participation in Substitution Maintenance Treatment e Duration of drug use e Secondary drug All the fields of this section are dynamic See above for procedures with dynamic fields gt Social Status Fields on this tab are optionally but not comp
32. You can select any other date earlier or later A pop up help message will appear after pointing the mouse to any of these buttons 3 2 3 Filling in the blocks of client cards The client card includes six blocks gt Basic Information Client ID a code in accordance with your organization s encoding system Client ID should be constructed as follows GNMYBE card serial number without spaces where G 1 digit client gender 1 M 2 F 3 T N first letter of client name M first letter of client s mother s name YB two digits two last digits of client s year of birth E 1 digit ethnicity 1 Malay 2 Chinese 3 Indian 4 Sarawakian 5 Sabahan 6 Other 7 Unknown Enter and then serial number of the client s card Attention You can only save the client record if Client ID matches the required format Initial ID filled automatically with the first client code Year of birth filled automatically according to client ID Date of first contact Client s Gender filled automatically according to client ID Ethnicity filled automatically according to client ID Number of close contacts close contacts include client s immediate family sexual partners close friends but can also include social workers volunteers involved in service delivery and others who would indirectly benefit from the project supported services If a person in close contact belongs to a key risk group 1 e
33. after clicking the right hand button Add new record Ins Create folder Ctrl Ins Edit current record Cti Enter xX Delete current record Del Group ChiG 3 Move Ctrl M gt Using the mouse e A double click opens a record for editing e A double click against a white background creates a new record A double click on the tab at the bottom of the screen closes the active window If the contents of a record have been changed then the name of the relevant window will contain asterisk gt Using the toolbar 2 x Create Folder New Edit Delete Record 3 Move Editing The client list is displayed as a table list 24 P SyrEx2 Project clients 4 File View Directories Registers Reports Functions CA Edit New A Delete Move Record Create Folder Editing 3NF675 888 2rr654 777 3gg673 3444 2NH867 1 234 A Welcome to SyrEx2 6 of 6 records loaded into memory The user can set up the list of fields displayed through the shortcut menu clicking the right hand mouse button on the list of fields displayed Clients in the current folder can be sorted by any field in ascending or descending order For this purpose all you have to do is click on the column title A second click reverses the order of sorting sorted column is marked with blue arrow The order of fields can also be changed For this all you have to do is drag the column title to the desired position The program
34. all generated reports can be exported to Excel for additional analysis Note it s not the database copy but only a part of information Functions gt Create Backup Copy Functions gt Data exchange gt Transfer data Functions gt Data exchange gt Export to dbf format File gt Export gt Data export to csv format Export to Excel button on the Toolbar Partial search Functions gt Database maintenance gt Restore from backup copy Functions gt Data exchange gt Receive data 53 Let s have a detailed look on first two file transfer instruments 4 2 1 Backup copies In order to create a backup copy of the database please use the built in backup feature available in the menu Function gt Create backup copy or clicking the button Summary Backup Copy Wekome Database backup copy generation wizard Important Itis recommended to generate backup copy at least once a week and save the backup file on removable media This will allow restore data even in case of hard disc breakdown Note You may set backup options using Service menu or Settings toolbar Compression rato I l l l I 1 Average compression M Open folder with backup copy files M Save programme settings in backup copy Alternative storage formats cannot be loaded SQL text SQL server format XML format It is not recommended to chan
35. and panel represents a list of all available types of the guides Commodities and services Service delivery sites Narcotic substances Packages of services Project staff Funding sources You may navigate from one section of the directory to another clicking on the name of the relevant section on the left hand panel On the right hand panel the current contents of the directory are presented in the form of a list New Record In order to create a new record whenever possible you can use the button on the toolbar or use the shortcut menu available after clicking the right hand button on the mouse both options are marked with red arrows in the figure or double click any blank space in the table or click the Insert button 11 SyrEx2 Directories Commodities and services 1e iy File View Directories Registes Reports Functions Window Help x Fd E Create Folder 72 EH i Q i T LT EE LE 8 4 ae LL ee SE New Edit Directories Project Daily Training Export To Backup Settings Information Record clients Recording sessions Excel Copy Editing 7 a Director Registers Reports Functions Fees Service delivery stes O Retur Name of commodity or service Description Add new record Type of commodity or service i Comodities Commodities and services group Donor Ins Ee LE Eee VCT gt Create folder
36. ard Organization ID missing To export data open programme settings tab Data About Organization and complete the required Fields Data files for transfer are stored by default in the folder My Documents www vasbor com sx2malay Export and have a upz2 extension Upon completion of the data transfer procedure the folder will be automatically opened Attention The files created with the procedure of data transfer are not the same as the files created with the database backup procedure and they cannot be used for proper information recovery in the database The upz2 data reception feature allows the user to accumulate information contained in several update files and arriving from different organizations in one database These files can be downloaded with a use of Receive data menu P SyBe E Fie View Directories Registes Reports Window Help E OF X W Create Folde Transfer data New Edit Delete amp Grouping ES Create Backup Copy Record Move Database Maintenance Comparison of uploaded data gt Settings Install Configuration Period closure See para 4 2 1 Backup copy 59 Welcome to database import wizard This wizard is not intended for restore from backup copy Batch loading Test while loading Select import file and press Next to continue Generate data for comparison When choosing the Batch Loading
37. ate Folder 9 2 Delete Grouping Directories Project Daily ini Recor i Move clients Recording sessions Tranfer itto MS Excel Show Hide columns Minimise column size Find Choose the date and click Run then Complete The codes will appear in the column Period closing code To send them to organizations export the table to MS Excel To close the period please open the Function gt Period closure menu E A Tag i Create Folde Record Move 61 Confirm closing period Working period sets range of dates within which documents may be edited If you restore database from a backup copy created before dosing period you need to repeat period dosing operation Current working period Working period not set up Period dosing code Working period not set up Cancel The closure procedure is as follows 1 After the quarterly report has been approved a reference code for the closing period is sent to the organization 2 Enter the menu Functions gt Period Closure The dates of the current operating period show which period is accessible for data entry the date field for the new period remains blank until the reference code has been entered these fields are filled in automatically 3 Enter the reference code for the closing period into the appropriate line The date of the current operating period shows which period was accessible for data entry before ent
38. ctions There are the following buttons on the toolbar 64 New Record Creates a new record in all the lists e g a new client a new option in the guides etc Edit Switches to editing a record selected at the moment Delete Deletes a selected record Attention Deleted records cannot be undeleted The system will not permit deletion of records that are used in other elements of the system e g it is not possible to delete a specific service delivery site from the Guide if it is used in daily control Create Folder Creates folders increasing record grouping possibilities Grouping Switches the folder display mode on and off Move Moves a record between folders records can be moved only one by one Directories To show or edit the Directories See para 3 Directories Project Clients To view and edit project client lists See 3 2 Project Clients Daily Recording Sheets To view and edit the list of daily record forms See para 3 3 Daily recording sheets Training Sessions To view and edit the list of training sessions thematic lessons conducted See 3 4 Training sessions conducted Export to MS Excel Exporting window contents to Excel makes it possible to use SyrEx2 data in outside programs Backup Copy To create a backup copy of the database See 4 2 1 Backup copies Settings To call a dialog window with program settings See 5 2 Settings Information shows information about the pr
39. ctory C DATABASE MySQL license i Cancel Regarding on the database size which will be run on the current computer you may change the SQL settings This will increase the speed of data processing For this click on More settings button choose the size of database and click OK Click Install to complete installation Please wait until installation is complete and then click OK With this done you can boot up SyrEx2 with a double click on the SyrEx icon on the desktop 2 5 First Start Up After the first system start up the lecnrementenemetaeurepptes following window will appear Click OK Database for connection default Connection to serrer User name root Password PPS nn nn nm nn nn nan nn nn nn nn name nn nement After this the warning message will show up Warning D at the address localhost port 0 SQL server is set up but database test 2 is not Found You may create an empty database or change connection options Important To successfully create databases user should be authorised to execute this operation on this server Create database M Click Yes Now the message will appear coi Click OK Now the database connection window will show L DRE ERA RENTE up again Click OK again At the first start up the program will take several minutes to open 2 6 Configuration Set Up In order to be able
40. d 200 condoms were distributed amoung IDUs 90 IDUs from 100 received at least 1 condom from 200 48 e Detailed report if you want to see the detailed client by client coverage information please choose the fields from this block One report option group can contain both summary and detailed report e Other option where you may choose the breakdown of the general reporting period Summary report grouped in rows Summary report columns Detailed report Other C Break down the report by periods Single period default i Break down by months 3 may take se Break down by years single period default e Grouping this option is used whaen you want to find out how many service delivery sites provide services to the representatives of different group For this select the following options Summary report grouped in rows Primary risk group for the end of the period Summary report columns Service delivery sites Grouping Primary risk group for the end of the period Summary report grouped in rows Summary report columns Detailed report Other Internal grouping Not selected Selected Client ID Primary risk group as of the end of the period Geographical location of service provision Service provision region 7 3 Not selected fields 7 4 Selected fields 7 5 Control panel gt g move right and left one by one gt amp e move right and left all together di Ve
41. d New Record MA File View Directories Registers Reports Fi xX 6E Create Folder Edit Delete Grouping Move Name Position Contact j Additional information ase m 6 ur 7 3 E fra f a c o oi gr Lu F Hidden g Welcome to SyrEx fi Directories Project staff Completed 3 1 7 Funding Sources Functions Window Help Si amp Directories Project sea l ee clients Recording sessions Director Registers LSS ee ed Admin and Finance a Caseworker DIC Coordinator Healthcare Outreach coordinator Outreach worker Praoram Mananer b Edit Record Package 1 Fi Daily recording sheets Client visits A Add n 4 t 1 It determines the list of funding sources for services and commodities distributed and trainings provided It is used in completing the directory Commodities and Services and records of Training Sessions In the dropdown menu Configuration Group the following options are available Government Private Sector UN Other International Funds and Agencies For this directory the Hidden function is also available for designating records which are temporarily or permanently out of use 21 P SyrEx2 Add record New Record ol E eE El File View ODirectones Registes Reports Functions Window Help E X x F Create Folder F 2 4 IR BS e 7 Daily Training Delete ik Direct
42. data _ backup _2tlog Database restore completed Execution completed 22 11 04 Time spent 4 second s Click Completed After that SyrEx2 will be restarted 4 2 2 Data Transfer for consolidation In order to prepare files for transfer in upz2 format go to the menu option Functions gt Data Exchange gt Transfer Data P Syb File View Directories Registers Reports Functions Window Help Delete G2 Grouping Create Backup Copy w CA pg eo New Edi Record Editing 57 Welcome Database export wizard Options Important Export file is not a backup copy of the database in many cases it contains edited or transformed information and some information may be missing In any case you will not be able to restore your database from this file Summary Select export mode Export of the whole base Export changes In this mode all database records are transferred irrespective of any changes made File created in this mode may be loaded regardless receipt of the previous files Export to XML takes time Click Next Without changing the compression hit Next Now click Run Wait until the procedure is finished and click Completed Important Data Export will not be able completed if you don t fill the Data about Organization See 3 1 1 Organization directory and 5 2 Settings for detailes 58 Database export Database export wiz
43. ded within the project 1 T D p CL ET a a t D m T m Ez a E T o B5 T D m on D p m C TT w n D TD z z o Lu Li g D wi ba c T as g u Add another register tab mond Cancel Welcome to SyrE x Fi Daily recording sheets Client visits Fi Add record New Record Completed You add this type of register clicking the Add another sam register tab button in the bottom left hand corner of the screen rene sens Client ID based register Total referrals without ID All the registers added in this manner will be displayed in the form of tabs and will form a part of ONE record in the section Daily Registers the same date service delivery site personnel See para 3 1 2 Commodities and sercices 36 F SyrBe Edit Record 2011 06 23 File View Directories Registers Reports Functions Window Help x F Create Folder 1 a 4 38 New Edt Delete Grouping pases Training Record Move pesa MaA sessions Editing Director Registers Service delivery date Service delivery site Port Main worker zem epeei eHe iek Second worker Third worker Project ET eN loernes h Comments Misits 4 Referals Referrals 3 Daily recording sheet of commodities and services provided jing sheet of commodities and 4 Il Welcome to SyrEx RA Project clients Fi Dail
44. earch filter can be activated simply by typing in a search request on the keyboard If the filter conditions are changed the records displayed will automatically change The filtering option will be applied to all the fields displayed For example the result displayed after you have simply typed in a b string on the keyboard will be like this Search string g Service delivery location Main social worker Second social Third social Report date Comment Organization code Name of worker worker organization Alliance 123 Alliance 123 Bill Scott Bill Scott 16 10 2010 20 10 2010 Service point l Service point l Records that meet the set requirement have been identified 4 2 Data transfer There are some different formats of data transfer files in the program File D on Export from Import in format P SyrEx2 SyrEx2 So called Backup copy for data recovery Should be done every four days If uploaded in the program replace all the data currently existed Data transfer file which 1s used for several organizations data consolidation If uploaded in the program replace only the data of the same organization the others organizations data in the database is left unchanged Data file is intended for additional data analysis with the use of special programs Excel file Data file is intended for additional data analysis with the use of special programs All the tables in the program and
45. em Widely used street names grass weed pot bush and dope Cannabis may not refer to any other category as in general it has depressive effect and as a stimulant increases heartbeats First of all cannabis affects voluntary division of attention reduces efficiency of inhibitory processes disturbs time and Space perception causes disorientation and sometimes whole body shivering Effects arise 8 9 seconds after smoking Drug type marijuana reach their peak after 10 30 minutes and their usual duration is about 3 6 hours A person regularly using marijuana feels normal 3 6 hours after the most recent drug use C Opiates C Cannabis derivatives 0 Tranquilizers barbiturates sedatives 0 Dissociative substance gg Other substances more than one substance 0 Hallucinogens For this directory the Hidden function is also available for designating records which are temporarily or permanently out of use 3 1 5 Package of Services This directory allows you to generate an unlimited number of various packages which your organization provides for different vulnerable groups in different periods of time at different service delivery site etc This helps the user to save time spent on filling in Daily Recording Sheets as you can add in all the commodities and services making up a package into the register and not add them in one by one The buttons marked by the red arrow allow you to add and remove commodities one by o
46. emember When Using The Directories Attention In order to avoid errors and inaccuracies in the reports it is extremely important that the directories should be completely filled in before starting to make records In your further 73 work it is strongly recommended to avoid editing the already existing records in the directory except when the editing is done to add data to or correct inaccuracies in a record leaving its substance intact Editing procedures can lead to distortion of database information relevant to this section of the directories Do not delete and do not update no longer current data in the directories add a new item instead of editing the existing one Example Social worker A has changed his her occupational profile and a new employee B has come to fill this position If we replace Employee A s particulars in the directories with those of Employee B then no Employee A s records will remain in the database and all previous records will show Employee B In this case it would be correct to create a new record for B For current records of directories that you don t need any more use the Hidden function check mark available in the directory inside the appropriate record This rule applies to all the sections of the directories 74 6 Technical Information 6 1 Running Several Databases on a Single Computer SyrEx2 provides the ability to work with several separate databases on one computer For this pu
47. end that you complete this guide before you proceed to fill in other commodities and services Make sure to mark the group to which this commodity or service belongs There are a total of seven groups and there are subgroups inside each of them You also have to indicate the subgroup to which this commodity or service belongs Groups and Subgroups Type of commodity or service Syringes Syringes e Syringes Mark the subcategory amp Needles ere corresponding to the type of syringe Cee C 2miswinge Medical commodities 5 ml syringe IEC materials 10 ml syringe Services 20 ml syringe Referrals and Counselling Other syringe Insulin syringe Other Detailed description of this directory is given in para 3 1 7 Collected Commodities e Needles Mark the subcategory Type of commodity or service corresponding to the type of needle Poe Needles Needles 0 4mm needle 0 Condoms C 0 45 mm needle Medical commodities 0 5 mm needle IEC materials 0 6mm needle Services Other needles C Referrals and Counselling C Other C Collected Commodities e Condoms Mark male or female TYPE of commodity or service condoms Condoms Syringes Needles 0 Male condoms Condoms Female condoms O Eie Bie Services Referrals and Counselling Other Collected Commodities 6 e e 9 9 9 e Medical commodities Please note Type of commodity or service that this category includes many gt TE Medical commodities
48. eports Functions Window Help New Record Edit Training Edittraining record 2 x Create Folder a 2 zR LS G P2 Edt Delete SPIT Directores Project Daly Training Backup Settings Information E Move clients Recording sessions Copy pO ef String date oF trating Training funding source Nate C 1 O Z O Z O Z O Z O O O Matia ipek kaal an nr Training audience for project dients for police for medical doctors for other categories for outreach workers for journalists penal colony workers Last names PE E Names of trainers ee Welcome to SyrEx PA Project clients f Daily recording sheets Client visits 4 Edit Record 2011 08 16 i Training sessions conducted f Add recor 4 Completed jy Training funding source is taken from the Funding source directory The training duration in days may be entered to within 0 5 days The number of people trained may be entered in two ways 40 e Without giving details of trainees family names and IDs In this case the total number of people trained should be entered in the field Number of people trained But if one person has participated in several training sessions then s he will be recorded in the training report several times e with providing the IDs or family names of training audience In this case fill in the field Last names Client IDs under the Training audie
49. ering the code and will be closed now and the date of the new period shows which period will be accessible for data entry these fields are filled in automatically 4 Click OK 5 When entering this section on the next occasion by the date of the current period we will see which period is available for entering data 4 4 Databases comparison If you need to compare two database files of one organization you may use the special function First upload two upz2 files of the same organization Then open the Comparison of uploaded data menu See para 4 2 2 for information 62 a File View Directories Registers Reports Functions d nz Transfer data Ctri E New Edit Delete Record Comparison of uploaded data Editi FReasiers Export to dbf format Setings gg Service delivery Main social Second sc Period closure Mark the organization you want to analyze the date as of what you want to compare the databases and click Compare 63 5 About the program This section provides information about each option and operating mode of SyrEx2 5 1 Menu Structure General Information The program interface elements are shown in the figure below P SyrB2 Welcome to SyrEx2 File View Directories Registers Reports Functions Window Help lt MENU 5 X wei Bis j 8 Grouping Directories Project Daily Training Backup Settings Information 3 Move clients Recording sessions
50. ge settings in this window Click Next 54 Creating backup copy Backup options Backup copy type Full With compression Compression ratio Average compres Without encryption Path to backup copy C Users Onanka Documents www vasbor com sx2malay Backup Open folder once backup is completed Press Run button to start backup Click Run Wait a certain time depending on the size of the database When finished click Completed The backup copy files are stored by default in the folder My Documents www vasbor com sx2malay Backup and have a bkz2 extension You can define the folder for storing backup copy files in the settings The name of the file contains the date and time of creating the backup copy in the following format year month date hour minutes seconds e g syrex2 20090824 151652 bkz2 Depending upon the configuration if you do not make a backup copy at a proper time the system will remind you that your backup copy is out of date and you should make a new one In the current configuration the system will send reminders if the most recent backup copy is older than four days Attention It is strongly recommended to store your backup copy files on external storage devices floppy disks CD RW USB flash drives or on a network drive on another computer This will prevent a complete loss of information in case of hard disk failure To recover the database from the backup copy please
51. go to the menu Functions gt Database Maintenance gt Restore from backup copy 55 Fle Vew Cirectornes Registes Reports E E og P Create Folde New Edit Delet ti Record W Move Important Read the following information carefully Select file When restoring database any information entered to the programme after backup copy generation will be lost State of the database will be restored as of the moment of backup copy generation Attention Data recovery from a backup copy will replace all existing data with information on your backup copy If you are sure that you want to recover the data from the backup copy click Next Select the file from which you want to restore your database The current contents of your database will be irreversibly lost Hit Next and then click Run in the window that will appear In the case of successful completion of the recovery process the following message will show up 56 F Restore from backup copy n Current operation Time spent 4 seconds n Summary backup__healthstatus backup __jartdet backup_jarthdr backup__jreabil backup __orginfo backup__ payment backup__pdifirstcalldata backup__pdiinterview backup __ profiles backup __gtest backup __riskbehavior backup__socialstatus backup _strtoid backup__ syslog backup __temptablesdata backup __traininglist backup _trainingssub
52. he set of fields columns displayed in all the lists In order to do this you must click on the header of the list with the right hand mouse button The fields with a check mark are displayed If there is no check mark then the field is hidden Example in this case all the available fields will be displayed on screen 71 H Fie Registers View Reports Services Window Help Reporting register Client visits 1 Client visits Service delivery Main social worker Second social Third social worker Report date Comment Organization code Name of location Le Ts Service delivery location organization Main social worker Second social worker Third social worker Report date Comment Organization code Name of organization ISIS e In all the lists you can sort records by any of the fields displayed Sorting can be done in ascending or descending order For this purpose you need to click on the column title e g click the column title Year of Birth A second click reverses the order of sorting e You can create folders to organize lists For this purpose you need to click the Create Folder button or use any other means available for this purpose and enter its name Entering and exiting a folder 1s done with a double click on its name 0 Directories Commodities and services 4 x E Create Folder a P ze m oh r man LEZ New Delete Project Daily Forms Directo
53. ication of the date In this case the system will keep a record that at one time the client belonged to the vulnerable group IDU and as of the specified time the vulnerable group became Prisoner In the reports the information will be retrieved on the last date of the report period All dynamic fields share the common operating principle The left hand field with the date against a blue background shows the date of entry of the record being displayed at the moment If the down arrow is pressed the entire list of dates when the records were added will be shown With the help of this list you can immediately move to the desired record 16 08 2011 lt Newdta a 16 08 2011 29 07 2011 den 16 08 2011 The buttons below are intended to be used for the following actions respectively left to right 26 To go to the first record To go to the previous record New data To add a new dynamic record for a new date To correct Use this function to edit a record ONLY if you have detected an error in a record If you need to update information when more recent data for a new date have become available use the New Data button To delete the current record To go to the next record gt To go to the most recent record When creating a new record you must select a date in the right most field starting from which the changed data become valid The default setting is the current date
54. ill 31 12 2011 By traming category total Important Sum for the column Unique number of people trained may not match the sum for each training category as clients may attend several trainings Report on referals and counselling for the period Report on trainings conducted Ready 3 5 4 Coverage for the period The report on coverage for the period indicates people who received at least one commodity or service during the reporting period Client who participated only in training and didn t receive any commodities or services won t be counted in the coverage This report has some differences from other reports it s more complicated it has much more options and may provide a wide range of information client coverage clients characteristics distributed materials and services etc Coverage for the period report has some fields that we already mentioned in the previous reports and some others which concern only this report Let s consider them all 46 F SyrEx2 Coverage for the period lol el File View Directories Registers Reports Functions Window Help a x x F Create Folder H 2 4 28 x jo Be gt t Q New Edit Delete a Directories Project Daily Training Print Export To View Backup Settings Information Excel Record Move clients Recording sessions Copy Editing Director Registers Reports Functions Period Main social worker Display dients Algorithm to
55. in social worker at the a 7 bottom under the block Service ann en Delivery Sites you can select a Service delivery sites single worker or specialist from the H D Test ID dropdown list If you leave this field blank the report will be generated for all social workers If you have already entered the information in this field and want to clean it click the button see red arrow Main social worker N Se Alberto Director Set After the date the sites and the advanced options for the Coverage report have been selected please click the Generate button This will open a window with the report generated Be ready that on the big databases the report generation may take some time When the Edit button is clicked the window with report generation options will show up again and the Edit button will be replaced with the Generate button 3 5 1 Report on commodities and services for the period This type of report contains summary information on commodities distributed and services provided To have such a report generated you must set its basic parameters Period and Service Delivery Sites 43 F SyrEx2 Report on commodities and services for the period l File View CDirectoies Registers Reports Functions Window Help E X L Edi a wal Export To Excel gt Settings 25 6 Poe Directories Project Daily Training Print Backup Irfomation Create Folder clients Record
56. indows 7 Windows 2008 Windows 2008 R2 e 100 MB of Free Hard Disk Space Minimum e 512MB of RAM Minimum more if dealing with a large memory base e 2GHz Processor and Higher SyrEx2 uses MySQL database components in strict compliance with the GNU GPL license 6 3 Feedback In case of any technical problems with SyrEx2 which you cannot solve independently please feel free to contact the developer at vasbor vasbor com 78
57. ing sessions Copy Director Registers eports Functions 01 06 2011 31 12 2011 Test ID All social workers Report on commodities and services for the period By wulnerable group 162 Indicator By By age gender group Total Syringes a 1 ml syringe Needles Needle 0 5mm Other Cotton wool Other services IEC materials Condoms Tal Male eanedame nero en co ew na na 68 ca na pa e leo es ns na The lines and columns marked in blue represent grouped commodities and services provided lines and groups of clients columns You can click the title and view detailed information about each commodity in the group or conversely minimize the group and see the summary totals The groups are automatically formed by configuration e in the name of a category means that the group can be maximized e means that the group is already maximized For example if you minimize all the groups of commodities and maximize grouping for a vulnerable group the report will look like this 44 E SyrEx2 Report on commodities and services for the period g File View Directoies Registers Reports Functions Window Help Axe ge BSE 180 r EE ae F F mat 7 E New Edit Delete S ae Directories Project Daily Training ri Export To View Backup Settings Information Record Move clients Recording sessions Excel Copy Editing Direct
58. ions tO Settings Maximum dient age Daily Recording Automatically use the services and commodities set saved in the previous daily recording sheet Insert last used service delivery site 7 Automatically insert main social worker defined in the previous daily recording sheet Automatically insert project defined in the previous daily recording sheet Warn days prior to the approaching date of expiration of ART medicines een ipa ne XML exchange file Edit daily recording sheet Check the box to enable autocomplete leave blank to select client code from drop down list e Backup Copy Defines the default path used for creating or uploading backup copies bkz2 files The default setting is My Documents www vasbor com sx2malay Backup Changing not recommended 68 Settings lt gt Backup copy creation parameters Backup copy files allocation M Open folder with backup copy files Backup Copy Settings M Save programme settings in backup copy Store up to 0 no restriction copies 0 Compression ratio Average compression e Export Defines the default path used for generating data export files upz2 files The default setting is My Documents www vasbor com sx2malay Export Changing not recommended e Organization details Contains the Organization ID and other parameters Also see para 3 1 1 Organization directory 69 tabaks al settings f Debuggi
59. ke up to 15 minutes Once complete the following window should appear Please click the Close button A The icon will appear on the desktop for system start up see Select Installation Folder The installer will install SyrEX2 to the following folder To install in this folder click Next To install to a different folder enter it below or click Browse Folder C Program Files wma vasbor como wre Browse Disk Cost Install SyrEX2 for yourself or for anyone who uses this computer Everyone Just me cet ck F SyrEX2 Confim Installation The installer is ready to install SyrEX2 on your computer Click Net to start the installation P SyrEX2 Installation Complete SyrEX2 has been successfully installed Click Close to exit 2 4 SQL installation Run the SQLInstall exe file PENSANT This window will show up Install MySQL server MySQL server is required for programme operation You may install it on any network computer but the best option is installation on the most powerful Note for some systems the default disk can be different for Pathtodatabase please remember which path you specify example E DataBase In this case it 1500353 is also recommended to continue D re miioe installation with the options offered by the program The user is strongly advised against changing the value of the field database dire
60. n B m o v m in Q T E Oo T bhm p m m E u D 1 NT t Ml Welcome to SyrEx M Directories Commodities and services WA Project clients M1 Edit Record 1NM781 123 7 Daily 4 a Completed Jy Client ID is a required column and displayed by default Complete the required fields e Service delivery date e Service delivery site Port e Main worker Social worker Specialist or Doctor 32 You can specify a Second or Third worker and add any Comment if necessary In the field Second Third worker you can also indicate a nurse who helps the doctor with testing or a volunteer who works together with the social worker e Project you can choose from one of the six projects You can t add additional one Daily recording includes two types of sheets 1 Visits client D based register Here you specify commodities and services provided recorded by ID 1 e for each commodity or service provided you must indicate the ID of the client who received them The Counseling services marked in the directory registration against client ID code will be displayed in this type of register P SyrEx2 Edit Record 2011 06 23 EEE File View Directories Registers Reports Functions Window Help E 7 x E Create Folder 2 38 Project Daily Training New Edit Delete S Grouping Directories c Backup Settings Information Record Move clients Recording
61. nce box Before you list down the trained clients IDs or the project staff names make sure that all of them have their Project client card or included in the Project staff directory respectively After entering the trainees names the total number of people trained will automatically appear in the field Number of people trained This way the participant trained on several training sessions will be counted during certain period ones Attention For correct calculation of unique number of people trained organization should define the invariable way of entering the trainees names in the field i e last name space first name last name All ID codes for clients and full names for other categories should be entered after a semicolon For example in this case as full names of three policemen were given the system automatically specified the number of people trained as 3 F SyrEx Add record New Record mri File View Directones Registers Reports Functions Window Help Fd x i Create Folder 9 2 4 FR LS pS Edit Delete ce Sup Directories Project Daily Training Backup Settings Information Move cients Recording sessions Copy Director Registers Functions Name of training HIV prevention Category HIV AIDS Starting date of training 16 08 2011 Edittraining record Training Training funding source Training funding source GOV Number of people trained 3 Training duration day
62. nces on how to change or add data to the Directories 29 Add record New Record 2 File Registers View Reports Services Window Help AR S Ae BS fe Ne z E Project Daily Forms Directories Training Backup Settings Information Record RA ree clients sessions Copy Editing o Registers Service 15 10 2010 2 Basic infomation amp Used someone else s non sterile C Yes syringe and or needle ring i C No C NjA amp Drugs and substitution maintenance treatment SMT Disinfection method Flushing with Water Health status Boiling Chlorhexidine alcohol fa Client visits Nothing C Dont use injecting drugs New data le xl gt 1s102010 a Ever gave used syringes to C Yes other people C No C NJA q Most recent injection was With a new syringe with own used With someone else s used With the one bought with drugs C Dont use injecting drugs Always new syringe Used condom during the most Yes Most recent sexual partner Regular recent sexual intercourse C C No Casual C Do not have sex Do not have sex NJA g NjA When added some tabs may be hidden Welcome to syrex2 fj Directories Sources of financing amp 1 Project clients RI Add record New Record Completed Please complete the fields if possible All the fields of this section are dynamic e Health Status If you wish to complete this section
63. nded to complete the other fields as well Data in the other fields can be entered in any form This information is filled only ones but you may change it later 1f you need Once complete please click OR 10 The organization directory shows the list of organizations whose information is included in the current database As usual only one organization will be in a list Directories To reach other directories select the menu option Directories or click the button on the toolbar This window will pop up P SyrEx2 Directories Commodities and services Sa ih File View Directories Registers Reports Functions Window Help 5 E x j m Create Folder M 1x ge MF amp lt Edit Delete Directories Project Daily Training Export To Backup Settings Infomation Move clients Recording sessions Excel Copy Director Registers Reports Functions Description ype o Commodities Donor and services group ples pan O Comodities Return x pou VCT Counselling F Counselling a General consultation Counselling r Counselling a syphilis test Counselling r Counselling a chlamidia test Counselling r Counselling a buklet IEC materials Information ma GF Project staff P Package of services personal hygiene Other services Services group Funding sources RA Organisations i Welcome to SyrEx2 il Directories Commodities and services Completed The left h
64. ne The buttons marked by the blue arrow add and remove all elements of the list simultaneously 19 P SyrEx2 Edit Record Package 1 En An exe p Fle View Directories Registers Reports Functions Window Help elx gt M Create Folder ys ze a Pas 2 g F ue Daily Trairi Me Groupin Edit Delete Grouping Directories Trainin Move clients Recording sessions Name of commodities and services package Package 1 Description rs Select commodities and services to be induded into the package Not selected Selected chiamidia test Syringe Condom Cotton wool needle personal hygiene syphilis test VCT d services packages m i JT D L g m i i ar na Cu m D Lu m m m i TT i Di LE 5 oi E a Lu nodities an g Welcome to 5yrEx2 Directories Package of services lp Edit Record Package 1 8 a 3 1 6 Project Staff In this section you must specify all staff working in your organization Volunteers who help social workers at service delivery sites counseling and medical personnel engaged in the project must also be mentioned here As you complete Daily Recording Sheets in the dropdown menu Worker you can select up to three of them Please also choose the staff position from the list For this directory the Hidden function is also available for designating records which are temporarily or permanently out of use 20 P SyrBe Add recor
65. ne a client list select one commodity or service and this commodity or service in the quantity of one will be automatically assigned to every client on the list This is done as follows the client list is entered and then the desired commodity is selected from the list on the right hand side of the window at the bottom 34 SyrEx2 Add record New Record File View Directories Registers Reports Functions Window Help awe 8 Project Daily Training New Edt Delete Grouping Directories Record Move clients Recording sessions 4 Misits cient 1 1 1NM 81 123 2 2rr654 7 77 3 lww 61 999 4 eH SE ci Jm Ti D i m Ej 5 m T E LI Register su personal hygiene BEL R Welcome to Syrx2 BA Project clients 4 Daily recording sheets Client visits Add record New Record Completed jz E o La p o p Lan ah in Ci TC o oO D be When a register is saved and then opened we can see the following result of this operation W SyrBd2 Edit Record 2011 08 16 face fm File View Directories Registers Reports Functions Window Help x TA x i Create Folder i 2 4 ae Project Daily Training wa eee MM EE Record W Move clients Recording sessions d Visits Client ID 1 1NM 681 123 2 2rr654 777 3 Iww 61 999 Daily recording sheet of comi recording sheet of com Register su 3 pC ek Arter sr b
66. ng Organisation details Indicator Value 1 Organization ID testiD 2 Fullname of organization 3 Name of project 4 No of agreement 5 City 6 Address of organization 7 Telephone amp E mail 9 Web site 10 Head of organization 11 Cell phone number of the head 12 Project manager 13 Cell phone number of the proje 14 Donor s 15 Date of project start and termin Organisation details Settings Fill in as many fields in this section as you can Information from this dialog box will be used for generating reports Attention Errors in completing the Organization ID field can cause severe data distortion affecting the results of other organizations and summary information for all the regions For this reason please be extremely careful 5 3 Hotkeys and Interface Features gt Forms e Fields with a yellow background are required e Fields with a white background can be left blank e Fields with a grey or blue background are filled in automatically and cannot be changed manually gt Using the Keyboard Ins adds a record Ctrl Ins creates a folder Del deletes a record Ctrl Enter edits a record Ctrl G switches the folder display mode on and off e Ctrl M moves records between folders gt Using the shortcut menu appearing after clicking the right hand button 70 Add new record Ins A Create folder Ctrl Ins 7 Edit current record Ctrl E nter Delete current record Del
67. nseling testing provided within project This check box is marked if the project staff provide counseling and or testing independently in the case of non medical categories for instance Legal Counseling this option should be understood as simply counseling and the word testing must disregarded This category includes among other things counseling with further quick HIV testing provided by the organization independently without any referrals Positive result identified for testing Regardless of whether the testing service is directly provided by your project as in the example of quick HIV testing or you provide a referral as in the case of referral to a STI clinic for syphilis testing and treatment this option is marked if you are in a position to monitor clients or their numbers who tested positive This option is marked only for medical services Referred for counseling testing treatment Please mark this check box if the project staff members furnish clients with referrals to other service providers for counseling testing and or treatment For example if your organization refers clients to STI clinics for syphilis testing and treatment if they have tested positive Counseling received tested through referral Mark this check box if your project provides referral services for this type of counseling and you have opportunity to monitor clients 16 or their total number who recei
68. nt to the electronic register in the section Daily recording its ID code and basic data should be first entered into the Client cards For the successful use of SyrEx2 a well defined system of records management and client encoding 1 person 1 code should be established within the organization Attention When a report for new clients is being generated clients are considered new if there is a new record for them in the reporting period in the section Daily recording i e a first visit Attention If your project activities had begun before you started using SyrEx2 then the system will begin to accurately process new clients at least six months after you started to use it actively started filling in the section Daily recording on a regular basis To avoid this you may create a first visit daily recording sheet where all current clients of the organization will receive one specially created for this purpose service for example General counseling 23 In order to access the section Clients you can select the menu option Registers Project Clients or use the relevant button on the toolbar Dealing with the records you can use the same procedures as with the directories you can select a procedure that suits you best from the following choices gt Using the keyboard e Ins to insert a record e Del to delete a record e Ctrl Enter to edit a record gt Using the shortcut menu that pops up
69. ocument will be created and opened for editing Thus simultaneous import of many documents is not recommended Upload to the folder To select the folder open Daily recording sheets and right dick the mouse in the needed folder When choosing the Batch Loading option it is necessary to select not a single file but a folder with files in the address line In this case all the update files contained in this folder will be processed 39 After you select the file s click Run The Daily forms will be uploaded but you ll need to confirm each of them If the new client is in the form the program won t allow you to save it before you fill in the Project client card 3 4 Training sessions conducted SyrEx2 allows you to keep track of training sessions held and people trained project clients project staff and other audiences In order to access the section Training sessions conducted you can go to the menu option Registers gt Training sessions conducted or click the Training Sessions button on the toolbar All interface procedures described in para 3 2 Project clients can be applied to this mode of operation As with all the lists the set of columns displayed can be customized clicking the right hand mouse button on the name of one of the columns When a new record is added to this section this window will appear SyrEx2 Add record New Record Ty File View Directories Registers R
70. ogram version of SyrEx2 contact information Menu Options gt File Main Window Export gt Data Export in CSV Format this function is intended for additional data analysis with the use of special programs Transfer to MS Excel Print Settings Close Window Exit the Program gt View Toolbar Status Bar gt Directories Commodities and services Service delivery sites Narcotic substances Package of services Project staff Funding sources Organizations gt Registers Project clients Daily recording sheets Training sessions conducted 65 gt Reports e Report on commodities and services for the period e Report on counseling and referrals for the period e Report on training sessions conducted e Coverage for the period e Visits distribution gt Services e Data Exchange gt Transfer Data Receive Data Comparison of uploaded data Export to dbf format e Create backup copy e Database Maintenance gt Restore from backup copy Database optimization Database testing e Registers gt Generate template for MS Excel Upload the forms e Settings e Install configuration e Period closure gt Window Contains window layout options on the SyrEx2 screen and a list of open windows gt Help e About the program 5 2 Settings System settings are divided into six sections General Settings Debugging Settings Backup Copy Export an Organization details e General Settings It
71. or Registers Reports Functions 01 06 2011 31 12 2011 Test ID All All social workers Report on commodities and services for the period H By By Male Female Transgender age 25 29 30 34 35 39 40 44 45 49 vulnerable IDU SW MSM Prisoners group group Total 162 127 31 162 3 3 33 462 Dr z 75 6 32 83 Syringes oi j 2 z Other 0 3 Other services IEC materials 3 3 5 2 Report on counseling and referrals for the period This report shows summary details for services entered into the directories as counseling When a report is being generated they are shown in it as counseling recorded in the daily record forms by ID e g HIV testing as well as those which are entered as a sum total without tying in to a specific client e g General legal counseling In the table of the generated report after clicking the sign alongside the title of one of the columns e g By Gender the following sub items will be displayed Male Female Transgender Without Code P SyrEx2 Report on referrals and counselling for the period EEE File View Directoies Registers Reports Functions Window Help E x Fd 4 E Create Folder 1 2 K 3e le YI a C 7 New Edit Delete Si Directories Project Daily Training Print Export To Backup Settings Information Record clients Recording sessions Excel Copy Move Editing Director Regi
72. ories Project Backup Settings Infomation a Move clients Recording sessions Copy Director Registers Functions Donor Category Government International Funds and Agencies Other Private Sector UN oi T m La Les o T Ces TT Contact Additional Information Welcome to SyrEx2 il Directories Funding sources a Add record New Record Completed Attention In order to avoid errors and inaccuracies in the reports it is extremely important that the directories should be completely filled in before you start to make records Subsequently it is strongly recommended to avoid editing the already existing records in the directory except when the editing is done to add data to or correct inaccuracies in the record leaving its substance intact Editing procedures can cause distortion of database information relevant to this section of the guides Do not delete and do not update the items in the directories that you don t need add a new item instead of editing the existing one For current records that you don t need ane more use the Hidden function Example Social worker A has changed his her occupational profile and a new employee B has come to fill this position If we replace Employee A s particulars in the directories with those of Employee B no Employee A s records will remain in the database and all previous records will show Employee B In this case it would be correct
73. r 01 07 2011 30 09 2011 More by quarters Service Delivery Sites you can select all the service delivery sites one of them or a group You can also mark all the sites of an organization clicking the square located to the left of your organization s ID Also you can click the sign located to the left of your organization s ID to display the entire list of service delivery sites and tick the required boxes manually Using the button you can mark all the P She service delivery sites at once or an individual group of on Een sites Service delivery sites All Phamacy Street Massage Pardour Clicking the E button you can unmark all Period the items at once 01 06 2011 31 12 2011 uj Service delivery sites m Test Gr Unmark all service delivery sites 42 Period grouping of the service delivery sites There are six ee sell options Service delivery sites m amp L Test 0 e Organization Sites by default e Region Organization Site z e Organization Region Site pr e Site type Organization Site e Site type Region Organization Site Organisations gt Sites e Site type Organization Region Site Region gt Organisation gt site Organisation gt Region gt Site Site type gt Organisation gt Site Site type gt Region gt Organisation gt Site Site type gt Organisation gt Region gt Site Period Ma
74. ries Training Export To Backup Settings Information Move Record clients sessions Excel Copy Editing Registers Reports Service Name of Organization code organization Commodity group Publication type Target audience Description of commodity _ Name of commodity or service rA Commodities and services Alliance 123 Folder 2 Alliance 123 ER Service delivery sites Es VEE E syringe 5 ml 5 ml syringe Syringes Alliance 123 Sex in the city book Booklets Information ma Issue related IDU FS s Alliance 123 A Taaa ES Male condoms Contex Condoms Other Alliance 123 ay HIV rapid testing Counselling r Counselling a Alliance 123 W Venerologist consultation Counselling r Counselling a Alliance 123 oe Sta Lubricants Contex Lubricants Other Alliance 123 Lawyer consultation Services Services group Le Project staff Syringe exchange Syringes colle Exchange co Alliance 123 H Sources of financing e The folder display mode is switched on and off with the Group function When the Group function is enabled the records located in the folders will be stored inside them When the Group function is disabled all the records of the list will be displayed together Example the Group function is enabled La EJ x a a5 Q 0 Directories Commodities and services I Ch x H File Registers View Reports Services Window Help Create Folder
75. rpose when starting up SyrEx2 click Ok Connection to localhostitest test Database For connection ee LL PE o un c va C C User name root Password mamus L A window with a list of all databases will appear By default there is only one database titled test Connection to database Information database list test ftest root Editing database list Databases Select database and press Activate Activate 75 In order to create another one or several databases please click Add Connection configuration Add record Configuration name CE Server name leave this field empty if you want to use built in database po Database name empty if default database Port 0 basic o Add record Default user name For all users When establishing connection if no database at the set address is found the programme will offer to create a new database Specify the desired database name in the Configuration Name field using the Latin alphabet In the Server Name field enter the name of the server where this database will be stored If the database is stored locally on the same computer as specified this field will remain blank In the Database Name field enter the same contents as those in the field Configuration Name In the Default User Name field type in the word root Check mark For
76. s Training audience C for project cients i for police for medical doctors i for other categories C for staff t for outreach workers for journalists penal colony workers Last names Cane Derek Shary James Mint Anthony Names of trainers g Welcome to SyrEx Cl Project clients Fi Daily recording sheets Client visits Fi Edit Record 2011 08 16 Se Training sessions conducted g Add recor 4 b Completed 3 5 Reports SyrEx2 provides five predefined reports Report on commodities and services for the period Report on counseling and referrals for the period Report on training sessions conducted Coverage for the period Monthly visits distribution 41 The reports are made available through the Reports Functions Window Help Reports menu Report on commodities and services for the period Report on referrals and counselling for the period pi Report on training sessions conducted Coverage for the period Monthly visits distribution All reports except Coverage for the period report have an identical structure including three blocks and end dates of the reporting period or you can use one of the predefined periods clicking the E button Period select a period for which you want a report generated You can set your own start Period 01 06 2071 31 122011 E Service delivery sites For this year 01 01 2011 31 12 2401 1 a Test 10 More by years o For this quate
77. sessions Copy Editing Director Registers Functions Service delivery date Service delivery site Port Main worker Placet es Abeto Second worker Third worker Project Ie es tobatFuna siw fF Comments Positive result identified for testing a a a D a m a ar TI oO t D TT i m Len tT i T m Ci E m a m 1 2NH667 1234 2 SNF6 5 666 v m un Q T Oo Oo T iim el Q T in D 4 RA Project clients IB Edit Record 1NM781 123 Fi Daily recording sheets Client visits Fi Edit Record 2011 06 73 Completed np You can use the following two options to add commodities and services to the register e The Commodities and services button allows you to select a list of commodities displayed one by one e The Load package button allows you to add at once one package of services previously specified in the Directory Package of Services If this option is chosen you can add or delete commodities and services from the existing package one by one See para 3 1 5 Package of services 33 Select commodities and services oOo ste Select commodities and services provided atthe service delivery site w D E ah in nn a T E o La Hj D _ La D D w e Everybody one instrument The SyEx2 system features a capability to defi
78. social support Sexual and reproductive health education subcategories safer sex and STI prevention education family planning other SHR education safer injecting education other services If no option matches indicate Other Attention Inside this type of services please do not indicate counseling testing and treatment including referrals They are covered by a separate type of service next section Referrals and Counseling Type of commodity or service Syringes Needles Condoms Medical commodities IEC materials Services Referrals and Counsellin Other Collected Commodities OS CP CC LY ee e Referrals and Counseling Under this type of service counseling is regarded from a broad perspective as a process which may potentially include referrals for testing and treatment in the case of medical counseling and the records of results of such referrals In the event of non medical counseling e g Legal Counseling the categories Testing and Services Information materials Target audience IDU SW PLHIV MSM General population HIV service organisations Prisoners Street children TE Transgender H Personal Psycho social support H Sexual and Reproductive Health Education io Safer Injecting Education i Other Services Treatment are not relevant Publication type Periodical C Thematic publication C Directories Circulation 15
79. sted in the past half year Knows Tested negative Knows Tested positive In HIV AIDS treatment from year Can be filled in only if Know mark is set gt Client Visits This block contains client visit information marked in the section Daily recording This tab contains a list of dates service delivery sites and social workers corresponding to this client s visits This tab is not completed manually F SyrEx2 Edit Record 1NM781 123 File Wew ODirectones Registers Reports Functions Window Help Fd x F Create Folder 1 2 4 ag BS C t 2 New Edit Delete wi Grouping Directories Project Daily Training Backup Settings Information Copy Record amp Move clients Recording sessions Editing Director Registers Functions 2 Basic information a Service delivery Main social Second social Third social worker Visit date site Port worker worker amp Drugs and substitution maintenance treatment SMT oir Alberto 15 07 2011 fo Social status Lo Risk behaviour 5 Health status When added some tabs may be hidden Cancel g Welcome to SyrEx T Directories Commodities and services RA Project clients RA Edit Record 1NM781 123 Completed 3 3 Daily recording sheets The section Daily recording is used for entering information about client visits as well as commodities and services provided into the database as the completed registers from service delivery sites and individual co
80. sters Reports Functions 01 06 2011 31 12 2011 Test ID All All social workers Report on referrals and counselling for the period H By Without ty age IE des a ender ai vulnerable g group group STI Diagnostics and Treatment Counselling testing provided within the project STI Diagnostics and Treatment Referred for counseling testing treatment STI Diagnostics and Treatment Positive result identified for testing Legal Counsellingitesting provided within the Cal ARE oumestlion ACT and Treatment Deferrer for 3 5 3 Report on training sessions conducted This report enables the user to view the number of training sessions conducted numbers of people trained total and unique as well as the total length of all training and thematic lessons conducted in the period specified To have a report generated you have to specify the Period and Service Delivery Sites This information can be viewed with a breakdown by training topic and target group P SyrEx2 Report on trainings conducted pce P File View Directories Fegisters Reports Functions Window Help a X 1 x E Create Folder i 2 4 3e LE t New Edit Delete 8 IT Directories Project Daily Training Print Eport To View Backup Settings Information Record Move clients Recording sessions Excel Copy Editing Director Registers Reports Functions Report on trainings conducted over the period from 01 06 2011 t
81. t of a reference guide and contains the most detailed information about the directories client cards daily recording and reports generation Other program functions describes such additional functions as filter and search data transfer and backup procedures period closure for information safeguarding and database comparison About the program is consisted from menu description interface capabilities and some important points about program usage Technical information provides general technical requirements and additional possibilities of databases management 1 3 Terms and definitions e Double Click a quick double pressing of the left hand button on the mouse e Toolbar Contains buttons for the most frequently used functions Some functions may not be accessible for the current operating mode of SyrEx2 and the appropriate buttons and menu options will be inactive marked in grey File View Dirctoies Registers Reports Functions Window Help a x 7 x F Create Folder i 2 K ae LS Daily New Edit Delete arouping Directones Project Training Backup Settings Infomation Record i Move clients sessions Copy Editing Director Registers Functions e A reference to a menu choice or a field name is italicized e g Directories or Information gt About SyrEx The arrow between menu items represents a tab In the example above in order to look up About SyrEx the user should t
82. to SyrEx2 Coverage forthe period Completed Click Generate in the right down corner All clients for the period The period from 01 06 2011 till 31 12 2011 Gender Ethnicity Male HIV distributed VCT and Treatment Wale may it Male Malay Female Sarawaka Transgender mdan __ Transgender Sabanan tel Unique clients Drug User non injecting 50 3 5 5 Visits distribution This report shows how regular a client s visits are with a separate focus on all vulnerable groups This type of report can be generated only for a period of one month The period In order to select a reporting period for this type of report you should specify the date that determines the beginning of the reporting month The reason is that this type of report can be generated only on a monthly basis The report is generated for all the existing service delivery sites both singly and all together at the end of the report Street 1 IDU 0 l l 0 0 0 D 05 50 0 Di 04 Dai 06 06 a l F 3 4 5 amp T Summarv 2 Example above shows us that during selected month 2 IDU clients visited Street 1 One client visits that site 1 time and another one client visit that site 2 times So first row is the number of clients second percent of the clients in the first row of the total number of clients third row shows number of visits to the site 5I 4 Other program functions 4 1 Search and Filter You can
83. to create a new record for B and make A s records hidden putting the checkmark in the relevant box Complete deletion of a record from any section of the directory can be done only if this record is not used in other sections of the system If you attempt to delete a record used by other elements of the system then this message will appear 22 ia Cannot delete record or folder Related records This record refers to a deletable item Table Internal additional table Record ID 1 ast no description This record refers to a deletable item Table Internal additional table Record ID 1 ast no description This record refers to a deletable item Table Internal additional table Record ID 1 ast no description This record refers to a deletable item Table Internal additional table Record ID 1 ast no description 8 more record s of this table refer to a deletable item This record refers to a deletable item Table Client visits Record ID 35 Internal code 35 This record refers to a deletable item Record ID 40 Internal code 40 Record related to other records cannot be deleted T T nll T 2 n T hem O T ia These rules apply to all sections of the directories 3 2 Project Clients 3 2 1 General Information After the directories have been completed you should enter information about clients into the database In further work in order to be able to add a clie
84. ulsorily required If you wish to complete this section please click Complete This window will show up Add record New Record 2 File Registers View Reports Services Window Help im gt Bt A X a 4 G lt Project Daily Forms Directories Training Backup Settings Information B Mc clients sessions Copy Editing Registers Service i 15 10 2010 New data rs 15 10 2010 H 2 Basic information amp Drugs and substitution maintenance treatment SMT Employment Occupation Education c fo EE S EP Incomplete i Temporary employment C Secondary C Student C Specialized Secondar o Risk behaviour e f n C Unemployed C Incomplete higher Sex work Higher Health status other C NjA fa Client visits Legal problems C N No record of convictions Under suspended sentence Place of residence C Was incarcerated C Permanent place of residence C WA C No permanent place of residence C NJA D Registered with police D Registered with drug treatment clinic Number of children When added some tabs may be hidden Cancel Welcome to syrex2 fj Directories Sources of financing 2 Project clients RI Add record New Record Completed Please complete the fields if possible All the fields of this section are dynamic e Risk Behavior If you wish to complete this section please click Complete This window will show up See para 3 1 4 Narcotic substa
85. unselors doctors arrive Before proceeding to complete electronic registers all the clients must be entered into the client database If you enter data about a new client on a first visit then s he must first be added to the client list and only after this you may proceed to complete the electronic register in accordance with daily records management requirements See para 3 2 Project clients 31 3 3 1 Daily recording directly in SyrEx In order to access the section Daily recording sheets you can go to the menu Project clients option Registers gt Daily recording Day Recon Sheds sheets or use the button Daily recording x D sd a iing i on the toolbar nts i All interface procedures described in para 3 2 Project clients can be applied to this mode of operation As with all the lists the set of columns displayed can be customized clicking the right hand mouse button on the name of one of the columns When a new empty register is created this window will appear P SyrBe Add record New Record co aE File View Directories Registers Reports Functions Window Help x 4 x gle BBS Edt Delete Grouping Directories WW Move clients Recording sessions Service delivery date Service delivery site Port Main worker Ba lsh ER Second worker el eh CA Comments TT Ti T im i i wm TI m i E TI a i Ci Er a i m oi Le
86. urn to the Information menu Attention In the system with which you will be working certain interface elements and names may slightly differ from those presented in this manual However this will in no way affect the functionality of the system 2 Installation and Start Up Guide for SyrEx2 2 1 Download the installation package of SyrEx2 The distribution kit installation package of the program includes the following three files e Syrex2Malay setup 2 0 1 XXXX msi installs the shell of SyrEx2 XXXX is the SyrEx2 system update version e SQLinstall exe installs the database management system 1 e SQL that ensures system operation e _syrex2en malaysia XXXXXXXX signed xcfg a system configuration set up file used after installation of SyrEx2 to determine the system usage mode and upload basic settings XXXXXXXX is the system configuration update version The name of the configuration file may differ but it will certainly be a file with a xcfg xml extension 2 2 Installing SyrEx 2 over previous versions If there is no other version of SyrEx2 program on the computer skip these part and go to the number 2 3 1 Run the SyrEx2 system and make a backup copy of the database 2 Delete the old version of SyrEx2 The deletion procedure is done as follows Go to the Windows menu Start gt Settings gt Control Panel A window will show up with the option Add or Remove Programs or Programs and components Win
87. ved counseling testing at the place of referral For example a STI clinic supplies you with information about clients or their numbers who have arrived through your referral and received counseling testing Here as before testing refers only to medical services In the case of non medical services this item should be read as Counseling received through referral Treatment received within project Mark this option if based upon testing results in the case of testing positive treatment is provided by your project independently This option is marked only for medical services Treatment received through referral As in the case of Counseling received tested through referral this option is marked if you are in a position to obtain information about the list of clients or their numbers who were referred by you and showed up seeking medical attention and who tested positive and received treatment As an example a STI clinic informs you about clients and their numbers who have been referred by you and received treatment after testing positive This option is marked only for medical services e Other Please note that this category pType of commodity or service includes different types of commodities F vince Other Select the one that most matches the type Rs m Fa a D Alcohol swabs of commodity you specified If you cannot find an appropriate category mark the last Condoms item as
88. will automatically memorize the new order of fields EE Grouping Directories a 4 BE Project clients Window Help ae Settings Information Copy Export To Excel Training ne sessions Director Initial dient ID SNF 675 886 2rr654 77 7 3GG6 3 3444 ONHS67 1 234 Registers Year of birth Client ID RME Reports Functions Data entry date Current primary risk group 196 Transgender 1965 Female 196 Transgender 1376 Male SW Prisoners Drug User no 29072011 05 08 2011 05 08 2011 1986 Female 59072011 Directories Commodities and services Project clients Year of birth Last Client ID Year of birth Gender Gender Last vulnerability factor Data entry date Last data update date Client of another organization Secondary exchange client Name of organization Organization code Project participation start date Comment Date of risk behaviour tab completion Disinfection method Gave used syringes to anyone Most recent injection Most recent sexual partner Used someone else s non sterile syringe or needle Used condom during the most recent sexual intercourse Poenicterad with drin trastraant clinic The screen of adding a new client looks as follows 25 P Syrb2 Add record New Record fee 2 File View Directories Registers Reports Functions Window Help o x V4 x Create Folder T 2 4 ZR ae ah
89. y recording sheets Client visits Pi Edit Record 2011 06 23 Completed i jy Every register as it becomes completed shows the total quantity of each commodity distributed service provided in the line Register Summary In any dropdown list you can click the 4 Visits 4 Referrals 2 button and instantly move to the relevant section of Client ID personal hygiene J the Directories for viewing and editing 1 INMA 2 2r654 777 mate fed 1 Open directory to select or edit 3 3 2 Daily recording by the use of MS Excel If there is no access to the SyrEx2 database the daily records may be filled in MS Excel program with the following uploading of the saved files to SyrEx2 For this purpose the special template should be use It includes all the directories positions that were in the database by the moment of template generation To generate the template go to Functions gt Registers gt Generate template for MS Excel 37 File View ODirectones Fegisters Reports Functions Window Help z F4 x 5 Create Folder Data Exchange a a x f rs 2 Bardan Con ES New Edit Delete ab Grouping J E Create Backup Copy Training Export To Backup Settings In Record i Move Database Maintenance sessions Excel Copy Editing Settings Organisation Name of Project nal 5 d dosing code organisa tion Install Configuration RS testiD AITE PRE EA LAN LPS EAN Pe od doae 0 BS ete me Se Sr een

2. Installation and Start

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