HMIS DATA QUALITY

HYACINTH MAE M. ANG

LESSON INTENDED LEARNING
OUTCOMES (LILO)
oDiscuss Data Quality, Quality Assessment, and Development Implementation Plan;
oExplain the importance of data tools; and
oDifferentiate the different techniques used in Root Cause Analysis
DATA QUALITY
oIt is the overall utility of a dataset(s) as a
function of its ability to be processed easily
and analyzed for a database, data warehouses,
or data analytics system.
ASPECTS OF DATA QUALITY
oAccuracy
oCompleteness
oUpdate status
oRelevance
oConsistency
oReliability
oAppropriate presentation accessibility
DATA ACCURACY USING LOT
QUALITY ASSESSMENT
SAMPLING (LQAS)
oIt is a tool that allows the use of small random samples to distinguish between
different groups of data elements (or Lots) with high and low data quality.
oThe concept and application of LQAS technique has been adopted in the context of
District Health Information System (DHIS) data quality assurance.
oThe adaptation was comprised of designating health facilities, DHIS monthly
reports, sections of monthly reports, and group of data elements as “Lots” to provide
representative samples for data quality assurance of DHIS.
STEPS IN APPLYING LQAS
oDefine the service to be assessed
oIdentify the unit of interest: a supervisory area, facility, hospital, a district
oDefine the higher and lower thresholds of performance based on prior information
about the expected performance of the region of interest
oDetermine the level of acceptable error
oFrom a table, determine the sample size and decision rule for acceptable errors to
declare an area as performing “below expectation”
oThe number of errors observed (mismatched data elements) will determine reliably
if the facility is performing above or below expectations
ROUTINE DATA QUALITY
ASSESSMENT (RDQA)
oThe Routine Data Quality Assessment (RDQA) tool is a simplified version of the
Data Quality Audit (DQA) which allows programs and projects to verify and assess
the quality of their reported data.

Verify Rapidly Implement Monitor

1. The quality data for Corrective measures Capacity improvements
key indicators at with action plans for and performance of the
selected sites; and strengthening the data data management and
2. The ability of data management and reporting system to
management systems reporting system and produce quality data
to collect, manage improving data quality
and report quality
data
USES OF THE RDQA TOOL
USES OF THE RDQA TOOL
The RDQA is designed to be flexible in use and serve multiple purposes. Some
potential uses of the tool are listed below, though it is most effective when used
routinely
RDOA USE CASE EXAMPLE
Routine data quality checks as part of Routine data quality checks can be
ongoing supervision included in already planned supervision
visits at the service delivery sites
Initial and follow-up assessments of data Repeated assessments of a system’s
management and reporting systems ability to collect and report quality data at
all levels can be used to identify gaps and
monitor necessary improvements.
Strengthening program staff’s capacity in M & E staff can be trained on the RDQA
data management and reporting and be sensitized to the need to strengthen
the key functional areas linked to data
management and reporting in order to
produce quality data
Preparation for a formal data quality The RDQA tool can help identify data
audit quality issues and areas of weakness in
the data management and reporting
system that would need to be
strengthened to increase readiness for a
formal data quality audit.
External assessment by partners of the Such use of the RDOA for external
quality data assessments could be more frequent,
more streamlined and less resource
intensive than comprehensive data quality
audits that use of the DQA version for
auditing.
The potential users of the RDOA include program managers, supervisors, and M & E
staff at National and subnational levels, as well as donors and other stakeholders.
DEVELOPMENT
IMPLEMENTATION PLAN
oIMPLEMENTATION PLAN is a project
management tool that shows how a project will
evolve at a high level. An implementation plan
helps ensure that a development team is working to
deliver and complete tasks on time (Visual
Paradigm, 2009).
AN IMPLEMENTATION PLAN
HAS THE FOLLOWING KEY
COMPONENTS (SMARTSHEET,
2017)
oDefine Goals/Objectives: Answer the question “What do you
want to accomplish?”
oAllocate Resources: Outline the high level schedule in the
implementation phase.
oDesignate Team Member Responsibilities: Create a general
team plan with overall roles that each team member will play.
oDefine Metrics for Success: How will you determine if you have
achieved your goal?
DATA QUALITY TOOLS
oA data quality tool analyzes information and identifies
incomplete or incorrect data.
oBy maintaining data integrity, the process enhances the
reliability of the information being used by a business.
oGartner (2017) defines these data quality tools as being
used to address the quality problem:
Parsing and standardization: refers to the decomposition of fields into component parts and
formatting the values into consistent layouts based on the industry standards and patterns and user-
defined business rules.

Generalized “cleansing”: means the modification of data values to meet domain restrictions,
constraints on integrity, or other rules that define data quality as sufficient for the organization.

Matching: is the identification and merging related entries within or across data sets.

Monitoring: is the deployment of controls to ensure conformity of data to business rules set by the
organization.

Enrichment: is enhancing the value of the data by using related attributes from external sources such
as consumer demographic attributes or geographic descriptors.
APPLICATION/SCOPE OF DATA
QUALITY TOOLS
oThe first generation of data quality was characterized by
dedicated data cleansing tools designed to address
normalization and de-duplication.
oData Quality Management (DQM), which generally
integrate profiling, parsing, standardization, cleansing and
matching processes (Goasdue, Nugier, Duquennoy, &
Laboisse, 2007).
WHAT IS ROOT CAUSE
ANALYSIS?
oRoot cause analysis is a class of problem-solving
methods aimed at identifying the root causes of the
problems or events instead of simply addressing the
obvious symptoms.
oThe aim is to improve the quality of the products by
using systematic ways in order to be effective (Bowen,
2011).
TECHNIQUES IN ROOT CAUSE
ANALYSIS
oRoot cause analysis is among the core building blocks in the
continuous improvements efforts of the organization.
oIt will not produce any results, organization should embrace a
relentless pursuit of improvement at every level and every
department for this to work. The analysis will help develop
protocols and strategies to address underlying issues and reduce
future errors (American Society for Quality, n.d.).
oThere are many techniques involved in root cause analysis, and
Bowen (2011) describes them accordingly:
ASK “WHY” 5 TIMES
oFIVE WHY ANALYSIS is a technique that does
not only work for a clever kid wanting to get his or
her way but can also help in identifying the root
cause/s of a problem.
oIt is practically done by identifying the problem at
hand progressively unveiling the underlying cause
by asking “WHY” five times.
FAILURE MODE AND EFFECTS
ANALYSIS (FMEA)
oA system failure may take place in varying modes,
and a well-known technique used to identify these
modes is the failure mode and effects analysis
(FMEA).
oIn this technique, the following steps are taken:
1. Determine all failure models (i.e., ways in which an
observed failure occurs);
2. Determine of the number of times a cause of failure
occurs;
3. Identify actions implemented to prevent a cause of
failure from recurring; and
4. Check if the actions are effective and efficient.
THE UTILIZATION OF THIS TECHNIQUE,
WHICH WOULD ALSO BE REQUIRE
UPDATING, TAKES PLACE WHEN:
oA new product or process is manufactured;
oChanges are made to current conditions, or to the design;
oNew regulations are implemented; or
oThere is a problem identified through customer feedback
PARETO ANALYSIS
PARETO ANALYSIS
oIt is based on the Pareto principle, which states that 20% of the work creates 80% of
the results.
oIt very helpful especially when there are multiple causes to a problem.
oUsing excel or another program, a Pareto chart can be generated.
oPotential causes are listed across the bottom of a bar graph, with the most important
cause on the left and least important on the right. The cumulative percentage is then
tracked in a line graph to the top of the table.
oThe table should reflect at least eighty percent (80%) of the causes involved in the
problem.
FAULT TREE ANALYSIS
oIn this technique, root causes of an undesirable event are determined using
“Boolean Logic”.
oInverted tree
oCommonly used in risk analysis and safety analysis, this technique starts by
identifying the undesirable result and placing it at the top of the diagram.
oAll potential causes are then listed down from it, until the root cause/s is identified.
FAULT TREE ANALYSIS
CURRENT REALITY TREE
(CRT)
oWhen one desires to get to the root causes of all
the problems in a system all at once, the Currently
Reality Tree (CRT) is commonly employed.
oFirst step: identify the problem
o“If-then” statements are used in charting the
problems
FISHBONE OR ISHIKAWA OR
CAUSE-AND-EFFECT
DIAGRAMS
oIt is a technique that has been proven to be helpful in root cause
analysis.
oThis technique categorizes that causes into:
PEOPLE
MESUREMENTS
MATERIALS
ENVIRONMENT
MACHINES
FISHBONE OR ISHIKAWA OR
CAUSE-AND-EFFECT
DIAGRAMS
oDifferent categories can be used: the 4 M’s for
manufacturing, the 4’s for service, or the 8 P’s also
for service.
oAppearing like a fishbone, the diagram lists down
all the possible causes categorized, with their sub-
causes indicated.
FISHBONE OR ISHIKAWA OR
CAUSE-AND-EFFECT
DIAGRAMS
KEPNER-TREGOE TECHNIQUE
oAlso known as “rational process”
oThis breaks down a problem to its root cause/s by not only
identifying the causes but by appraising the situation as well.
oDecisions are then outlined in a step known as decision analysis.
oThe decisions are then and verified through a potential problem
analysis to ensure that they are sustainable.
RPR PROBLEM DIAGNOSIS
oThe three (3) letter acronym stands for “Rapid Problem Resolution”.
oIn this technique, causes of recurrent problems are diagnosed in three
phases:
1. Discover- This is where designated workers gather data and analyze
their findings
2. Investigate- Team members come up with a diagnostic plan and
carefully analyze the diagnostic data to identify the root cause.
3. Fix- The problem is fixed and continuously being monitored to
double check if the correct root cause was determined.
SUSTAINING CULTURE OF
INFORMATION USE
oChoo, Bergeron, Detlor, and Heaton (2008) stress that
information culture affects the information use outcomes. The
information culture is determined by the following variables:
mission, history, leadership, employee traits, industry, national
culture.
oThus, the management plays an important part in sustaining the
culture of information and should continuously work on
maintaining and improving the quality of data and information
used in their daily operations.