THE REPUBLIC OF UGANDA

MINISTRY OF HEALTH

CQI DATABASE END USER MANUAL

© 2022 – 2025
Ministry of Health, Uganda

Revision 2.0

End User Manual for CQI Database Page |1

2023-05-22 18:00:00

Version 2.0

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About this guide
The CQI Database End User Manual documentation is a collective effort and has been
developed by both the development team and End users. While the guide strives to be
complete, there may be certain functionalities which have been omitted or which have yet to
be documented. This section explains some of the conventions which are used throughout
the document.

The CQI database is an application built on the DHIS2 platform, hence access will be through
the DHIS2 System which is a browser-based application. In many cases, screenshots have
been included for enhanced clarity. Shortcuts to various functionalities are displayed such
as, for example Layered Dashboard > Filter > Update The ">" symbol indicates that you
should click the Layered Dashboard and then click the Filter on the user interface.

Different styles of text have been used to highlight important parts of the text or
particular types of text, such as source code. Each of the conventions used in the
document are explained below.

Note
A note contains additional information which should be considered or a reference to
more information which may be helpful.
Tip
A tip can be a useful piece of advice, such as how to perform a particular task more
efficiently.
Important
Important information should not be ignored, and usually indicates something which is
required by the application.
Caution
Information contained in these sections should be carefully considered, and if not
heeded, could result in unexpected results in analysis, performance, or functionality.
Warning
Information contained in these sections, if not heeded, could result in permanent data
loss or affect the overall usability of the system.

Links to external web sites or cross references will be displayed in blue text and underlined.
Bibliographic references will be displayed in square brackets like this [Store 2007]. A full
reference can be found in the bibliography contained at the end of this document.

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Table of Contents
About this guide 3
Section 1: Introduction 5
1.1 Target Audience 5
Section 2: Access and Login 7
2.1 Logging in 7
2.2 Logout 8
2.3 Change user password 9
2.4 Updating the User Profile 10
Section 3: Navigation and Data Entry 12
3.1 CQI Database Pages 12
3.2 Home Page 12
3.3 Data Entry Page 13
3.4 Layered Dashboard 15
3.5 All Indicators Page 16
3.5.1 Downloading Indicators 17
3.6 Projects 18
3.6.1 Download Projects 18
3.6.2 Project Variable Display 19
3.7 Project Details 20
3.7.1 Changes Worksheet 21
3.7.2 Run Chart and Annotation 22
3.7.3 Summary Observations 23
3.8 The 5S Action Plan Tool 23

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Section 1: Introduction
This End User manual is your comprehensive guide to effectively utilize our Continuous
Quality Improvement (CQI) system. The CQI system is a powerful solution designed to
streamline quality management processes, track performance metrics, and enable data-
driven decision-making within your organization. With its user-friendly interface and
intuitive features, the system empowers you to effortlessly capture and input data, visualize
trends and patterns, generate insightful reports, and collaborate with your team. This
manual serves as your trusted companion, providing step-by-step instructions on how to
navigate the system, leverage its various modules, and extract actionable insights from the
collected data. Whether you are a quality manager, process improvement specialist, or an
end user seeking to actively contribute to organizational excellence, this manual equips you
with the knowledge and skills to maximize the benefits of our CQI system. Together, let's
foster a culture of continuous improvement, drive quality excellence, and achieve
remarkable results.

1.1 Target Audience

This document is intended for all key stakeholders involved in the development, testing,
implementation and use of the system. This will include; MOH DHIM, METS, HISP Uganda
team that is leading development, and the IPC department who will be the prime users of the
system, CDC Uganda who are funding the development and all the other key stakeholders
supporting the development and implementation of this system.
Here are the potential use by stakeholders;

Developers - Will use this document as the process of developing and configuring features
as specified in the list below to consider requirements for implementation. This will also
provide for a quality assurance in the development process to ensure that all requirement
specifications have been implemented in the system.

Users - Prime users, especially MOH, will use this document to validate the product features
as functionalities once the developers have completed the development. They will also act
as testers and base on these listed requirements to provide feedback to the developers.

Funders - This document provides detailed requirements for the development and
implementation of the Electronic system for infection prevention and control.

The MOH has worked with partners to implement an CQI database providing timely data and
information to department managers for action and response. The database is hosted on the
MOH data center and publicly accessible through a username and password.

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Figure 1: Home Page

Figure 2: Data Entry Page

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Section 2: Access and Login
This section provides guidance on the steps to follow when accessing the CQI database for
data entry, reporting and analysis. The user will require a computer or tablet/ smartphone
connected to the internet with an internet browser. The recommended browser is the latest
version of Google Chrome or Mozilla Firefox.

2.1 Logging in
1. Launch Google Chrome or Firefox web browser to start.

Figure 1: Firefox and Mozilla browser icons

2. In the address bar type the web address for the CQI Database and press Enter. The
current address is https://cqi.health.go.ug
a. Wait for the page to load. If you see a page similar to the one shown in the
image below, then you have successfully reached the IPC Login page:

Figure 3: CQI Database Login page

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 3. Once the login page has loaded, you can enter your Username and Password. If you
don’t have this login information, contact the MOH System administrator for
assistance.
a. In the Username box and type your username
b. In the Password box and type your password.

Names and passwords are case sensitive so make sure you know where your username
or password uses Capital Letters or lowercase letters or Special character

4. Click Sign in or enter to sign in.

2.2 Logout
To log out, click on the account icon in the right upper corner and then click on Log out.

Fig 3: Logout Page

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2.3 Change user password
By default, computers store and provide access to a lot of sensitive and important data,
always ensuring your account is safe. One of the recommended security measures is to
regularly change your password.
Follow the steps below to change your password in the system:
1. Point and click on Users Initials i.e., the round button in the upper right corner on
the header bar with your initials.

2. Click on Account.

Fig 4: Access Account Page

3. Type in your old password (current password), and your new password twice as
instructed in the image below.
4. Finally, click Update Password

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Fig 5: Account settings Page

2.4 Updating the User Profile

1. From the Account Initials’ icon e.g. (EM), click and select Settings and choose Edit
User Profile to edit your profile account information.

Figure 6: Access Settings and User Profile Page

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 Figure 7: Access Settings and User Profile Page

2. Complete the user profile fields.

Note: email and phone number are the most important. All Information is saved
automatically.

Figure 8: User Profile Page

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Section 3: Navigation and Data Entry
The CQI Database has a number of pages including the Home Page, Data Entry Page, Layered
Dashboard page, All Indicators and Projects Page. Chapter 2 describes in detail how a user
can navigate through each of these pages.

Follow the Steps on section 1.1 to log into the CQI Database. On successful login, the System
will display the Home Page in Figure 9 below.

3.1 CQI Database Pages

The main applications in DHIS2 are highlighted below. The remaining chapters in this guide
cover the usage of data entry and report applications in more detail.

Fig 9: Home Page

Note: You can navigate through the different pages by clicking on the buttons on the
top right corner of the Application as shown in the figure 9 above.

3.2 Home Page

When you Log into the CQI Database successfully, the home page will be displayed as shown
in figure 9 above. This is also one of the Analytics pages which can always be accessed by
clicking on the Home button at the top of the page.

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 Note: You can access all pages easily by clicking on the buttons in the top right corner
of the system.

On the Home Page you can do the following:

● Analyze Data using the four default indicators displayed.
● Filter this data using both the Organisation Units and Period filters,

3.3 Data Entry Page

To access the Data Entry Page, click on the Data Entry Button on the Main Menu above.

Fig 10: Data Entry Page

Follow the steps below to enter data or add a new project into the system.

Step 1:
While at the Home Page, Click on the Data Entry button on the menu at the top of the page.

Step 2:
Two drop downs will be displayed, one to select the Organization Unit (This can be a
facility, a district, a sub county, a region or National ) and the other drop down to select the
type of Project (This is either the QI project or the 5S Action Plan). This is shown in Figure
11 below.

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 Figure 11: Adding a project.

As shown in the figure above, you can either chose MOH - Uganda (National), West Nile
(Region), Zombo District (District), Zombo Town Council (Sub County) or Zombo HC III
(Facility) as your organization unit and in the second drop down, you can either choose QI
Projects tracker or 5S Action Plan Tracker as your project depending on which project
you want to add.
Note: Please note that the above action will also display a list of all QI projects that
have been previously added and are attached to that particular organization unit selected.
This is still shown in Figure 11 above.

Note: Also note that Selection of the organisation Unit depends on which hierarchy
level you are attached to. In Figure 11 above, the user is attached to the Mother
Organisation unit which is MOH Uganda and they have access to all facilities in the
country. If a user is attached to their facility, they will not have to go through the above
steps to select the organisation unit as the facility is already selected for the user which
they are attached to.

Step 3:
After selecting the two (organization Unit and QI Projects Tracker) Click on the
Add button in the top right corner of the page to add a new project as still
shown in Figure 11 above.

Step 4:
When you click the add button, a form with different fields will be displayed.
This form is shown in Figure 12 below.

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On this form, Enter all the necessary information regarding the project,
especially the mandatory fields.

Figure 12: QI Project Form

Note:
● Click the Cancel button to cancel adding a project. (Arrow 2)
● One can also add a new Indicator by clicking on the Add new
Indicator option in the Indicator for Objective Dropdown. This
dropdown is displayed upon selection of the Program Area.

Step 5:
After filling all the necessary fields, click the Save Project button to successfully save the
project details. (Arrow 4).
You will not be able to save the project if some mandatory fields are not filled in as shown
in figure 12 above. The warning messages will be displayed on Save.

Upon successful saving of the project, it will be added on the list of the different projects for
that particular Organization Unit.

3.4 Layered Dashboard

On the Layered dashboard page, You can analyze a particular Indicator for Objective filtering
by Organization Unit, Organization Unit level and Period as shown in the Figure 13
below.

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Figure 13: Layered Dashboard page.

3.5 All Indicators Page

On the All-Indicators page, You can analyze a group of indicators depending on the Program
Area selected. These Can be analyzed by either period or organisation unit.
One can Switch between the two by clicking on the Green or Teal Button (1 ) as shown in
Figure 14 below.

Figure 14: All Indicators Page filtered by Org Unit.

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Figure 14 above shows a list of indicators under the Client Satisfaction Program Area filtered
by organization Units at District Level for the last 10 years as the period.

While Figure 15 below shows the same list of indicators under the same Program Area
filtered by periods (last 10 years) at District Level.

Figure 15: All Indicators Page filtered by Period.

3.5.1 Downloading Indicators

To download indicators and their details, follow the steps below:

Step 1:
While at the All-Indicators Page, Click on the blue Download Indicators button in the top
right corner of the page.

Step 2:
This will prompt you to to give a name to your download, please go ahead and give a name
to your download and Click Save. This is shown in figure 16 below.

Figure 16: Download Indicators.

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 Note: The downloaded file will of type xlsx (excel) and it will look like in the figure 17
below:

Figure 17: Downloaded excel file for the indicators.

3.6 Projects
The Projects Page displays a list of all projects that have been created under
the selected Organization Unit.

3.6.1 Download Projects

You can download a list of the displayed projects in an excel format. To
download a project follow the steps below.

Step 1:
While on the projects page, click on the green Download Projects button in
the top right corner of the page

Step 2:
The above Step will prompt you to give a name to your download.
Go ahead and click on the save button to save your download as shown below:

Figure 19: Download projects page.

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Step 3:
When you open the downloaded file, you will have a file that looks like the one
in the figure 20 below.

Figure 20: Downloaded excel file for the projects.

3.6.2 Project Variable Display

You can choose what Project variables to display in the list of projects. To do this, follow the
steps below:

Step 1:
While at the Projects Page, Click on the Show Columns Button in the top right corner of the
page. This will open a drawer displaying a list of all the project variables wish check boxes
as shown in the figure 21 below.

Figure 21: Show Columns Button.

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Step 2:
Check the fields you want to be displayed in the list and Uncheck the fields you wish
not to display in the list of projects.

Figure 22: Project Variables Drawer.

3.7 Project Details

You can access project details by clicking on the Details button on each of the projects. This
will display 3 tabs including the Changes Worksheet, Run Chart and Annotations and
Summary Observations as shown in the figure below.

Figure 22: Project Details Button.

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Figure 22: Project Details Page.

3.7.1 Changes Worksheet

Follow the steps Below to Add changes to a project.

Step 1:
While at the Data Entry page, Click on the Details button of the project you want to add
changes to. This will display 3 tabs including the Changes Worksheet tab as shown in figure
22 above.

Step 2:
While on the Changes Worksheet tab, click on the Green Add Changes Worksheet (1)button
on the right side of the page. This will display Linear form with different variables.

Figure 23: Add Changes Worksheet Button.

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Step 3:
Fill in all the fields and the click save(2) on the right side of linear form. (Figure 23)
All the saved changes will be added to the list of the changes in the project. This is shown in
the figure below.

Figure 23: Saving and Editing a Changes Worksheet

To edit a changes worksheet, click on the Edit button on the right side of a particular
worksheet. This Button is shown in Figure 24 above.

3.7.2 Run Chart and Annotation

On the Run Chart and Annotation Page, you will be able to access a Run chart showing a
trend of a selected indicator based on numerator and denominator values over selected
Review Period . This is shown in Figure 24.

Figure 24: Run Chart

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To add a review, click on the Add Review Button in the Bottom right corner of the page, this
will display three fields, Review Period, Numerator and Denominator. Fill these fields in
to plot a line graph on the chart as shown in figure 24 above.

3.7.3 Summary Observations

To add Summary of Observations
Click on the Summary of Observations Tab. This will display two text fields, one for
Performance Trends and one for Other Observed Effects, fill these in and Click the blue Save
button below.
Once these have been saved, they will appear in the list below on the same page as shown in
the figure 25 below.

Figure 25: Summary Observations Page

3.8 The 5S Action Plan Tool

Data entry for the QI projects has been thoroughly described in the above subsections, this
subsection describes how to enter Data using the 5S Action Plan Tool.
To add a 5S Action Plan, follow the steps below:

Step 1:
On the data entry page and select an Organization Unit (a facility) then select the 5S Action
Plan tool in the Tool drop down. See figure 25 below.

Figure 26: Add a 5S Action Plan

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Step 2:
After selecting the Organization Unit and the 5S Action plan in the drop downs. Click on the
Add button on the far right. (See figure 26 above).
This will display the 5S action plan tool fields in a linear form, fill these fields in and click
the green Save Project button.

Figure 27: 5S Action Plan Form

This will successfully add the project and will display in the list of projects under the 5S
action plan tool under a selected organization unit

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