Welcome to JPHES’s documentation!¶

Introduction¶

Background¶

JPHES is a web-based open source solution customized for PEPFAR Kenya partner reporting a nd data attribution built on DHIS2.The platform replaces KePMS reporting system which was a standalone Microsoft Access based indicator monitoring database for use in the management, monitoring and evaluation of HIV/AIDS treatment and prevention programs supported by PEPFAR.It was developed in 2006 to plug the gap between the Government of Kenya reporting system and the PEPFAR reporting requirements. It was designed to operate at the level of in-country implementing partners who manage program specific data and forward it to national level where it is aggregated automatically by United States of America Government (USG) program managers.

Now, the JPHES platform supports non-HIV indicator reporting, attribution of the indicators by partners, analysis and visualition of attributed.It has Apps for maintaining the JPHES hierarchy, programs, user management and data push/pull.

Data for JPHES indicators already captured in the National DHIS2 is pulled routinely using an API based middleware between the two systems.

Why JPHES?¶

JPHES portal comes with the following benefits:

1.To avoid double data entry to JPHES and the National DHIS2 by fetching the entered National DHIS2 data via the API.

2.To perform attribution on the unattributed national DHIS2 data basing on Partner data element ownership for program level data consumption in decision making.

3.To enhance the National DHIS2 data by pulling efforts of all implementing partners in making sure that the data entered into the national DHIS2 is accurate.

4.The platform streamlines health data where all partners can access up to date data from the same database instance unlike the previous scenario where each partner was running their own KePMS instances.

5.The portal provides aggregated data for programs per sites, mechanisms ,agencies and donor levels.

6.Providing more analytical features for partners to monitor their own performance and make decisions informed by the data.

7.The plaform has data quality, approval and validation features to ensure data in the system is accurate.

8. It has an elaborate object sharing and role-based access, thus ensures users access functionalites and data based on their hierarchy level.

List of Abbreviations and Terminologies¶

Abbreviations¶

API-Application Programming Interface.
AIDS-Acquired Immune Deficiency Syndrome.
DATIM4U-Data for Accountability, Transparency and Impact for Operating Units.
DHIS2 - District Health Information System Version 2.
HIV - Human Immunodeficiency Virus.
IPs - Implementing Partners.
IPSL - Implementing Partners Site List.
KePMS - Kenya HIV/AIDS Program Monitoring System.
MoH - Ministry of Health.
PEPFAR-President’s Emergency Plan for AIDS Relief.

Terminologies¶

Implementing partner-An organization working on behalf of an agency to perform services.
Funding agency-An agency providing support to partners.

Getting Started¶

System Access¶

Access JPHES via http://jphesportal.uonbi.ac.ke . To login to the platform, provide your username and password then click the login button.

Note

If you have challenges signing in, send an email to jphes@healthit.uonbi.ac.ke for assistance or via the jphes servicedesk

Fig.- JPHES Login Page

If successful, it directs you to the JPHES dashboard.

Fig.- Landing page

To change password, click on the user profile app.

Fig.- Change User password

JPHES/DHIS2 Applications¶

Available applications in the platform.

Note

These applications will be visible based on your user role in the platform.

Fig.- Apps page 1

Custom JPHES Apps

JPHES Hirerachy - For creating and maintaining the attribution hierarchy.
JPHES Programs - For grouping data elements and indicators.
JPHES Support - Redirects to the JPHES Servicedesk page.
JPHES Documentation - Redirects to the JPHES documentations.
JPHES Homepage - Redirects to the JPHES Homepage

Fig.- Apps page 2

Navigate to the about page using the account icon.

Fig.- About Page

JPHES Functionalities¶

What the user can do

Create/delete/update/view programs.
Create/update/view Support programs.
Create/update/view support agencies.
Create/update/view users within a certain level e.g mechanism, agency or donor levels.
IPSL management.
Pull Data from the National DHIS2.
Data Push to DATIM4U.
Perform data attribution,.
Reports (standard reports), Data Visualization, Data Entry and Pivot tables analysis.

JPHES Hierarchy¶

Fig. Hierarchy Units

National Unit Level¶

Create, Update and Remove Programs.
Create, Update and Remove Development Partners e.g PEPFAR.
Assign Programs to a Development Partner.
View a list of the development partners.
View details of each development partner such as the programs assigned and the agencies supported by the development partner.In addition, can drill down to the lowest level(mechansim).
Analysis and reports for all units(Donor, Agency, and Mechanism).

Donor Unit LeveL¶

Create, Update and Remove agencies.
View a list of the agencies.
View details of each agency: the programs assigned to the agency and the Implementing mechanisms the agency is supporting.
Create, view and update users for this specific level.
Analysis and reports for donor unit->agency units->mechanism units.

Agency Unit Level¶

Create, Update and Remove Implementing Mechanism.
Assign programs to an Implementing mechanism.
View the list of the Implementing mechanisms.
View details of each IM: the programs supported and the facilities under the Implementing Mechanism.
Analysis and reports for the agency unit->mechanism units.

Mechanism Unit Level¶

View a list of all facilities supported by the Implementing mechanism.
View a list of the programs supported by the IM.
Data Entry and approval
Analysis and reports for the mechanism unit.

Indicators¶

Nutrition¶

Nutrition indicators

MCH¶

Maternal and Child Health indicators

FPRH¶

Family Planning and Reproductive Health indicators

Malaria¶

Malaria Indicators

WASH¶

Water, Sanitation and Hygiene indicators

Summarized Program Indicators¶

WASH, Malaria, Nutrition, Family Planning, Maternal and Child Health

Non-Service Delivery Program¶

Health Systems Strengthenning

Programs¶

To naviagate to the JPHES programs app, search for JPHES Program Management on the search bar then click on it.

Note

functionalites available are based on user roles.

Program List¶

This page displays the programs already created. On clicking on a program item a pop up menu appears that allows the user to perform functions such as:

Show details of a program.
Remove a program.
Update a program.
View program data elements.
View program indicators.

Fig-Pop-up menu on the program list.

Fig-JPHES program list.

Creating a Program¶

To display the program creation page, click on the add button on the program list page. During this process the user has to provide the program name, program short name, program description and select data elements/indicators for the program.

Fig-Add Program Page

Edit Program¶

To display the program edit page, on the pop-up menu select edit option. It allows the user to update details of the program such as the program name, short name, description, the data elements and indicators.

Fig- Program Edit Page

Show Program Details¶

On the pop-up menu, select show details option to display program details. It shows summary details of the program such as number of data elements, program description and number of indicators.

Fig. Show Program Details.

View Program Data Elements¶

On selecting the view dataelements option on the pop-up menu. It displays the data elements assigned to the program.

_images/jphes-program-viewdataelements.png

Fig. Program Data elements.

View Program Indicators¶

On selecting the view indicators option on the pop-up menu. It displays the indicators assigned to the program.

_images/jphes-program-viewindicators.png

Fig. Program Indicators

Hierarchy¶

To naviagate to the hierarchy app, search for JPHES Hierarchy on the search bar then click on it.

Note

functionalites available are based on user roles.

Fig -JPHES Hierarchy units.

National Unit Level¶

Create and update national unit, and to create/update donor units.

List of National Unit¶

Note

To display the pop-out menu(with options e.g update, view assigned progams, show details) click on a specific unit in the list.

_images/jphes-hierarchy-national-list.png

Fig -list of national units.

Add National Unit¶

Note

Must provide supported programs.

_images/jphes-hierarchy-national-add.png

Fig -Add a National Unit.

National Unit Details¶

Click on the show details option in the menu popup.

_images/jphes-hierarchy-national-showdetails.png

Fig -National Unit details.

Assigned National Unit Programs¶

Click on the assigned programs option in the menu popup.

_images/jphes-hierarchy-national-programs.png

Fig -National Unit Programs.

Add a Donor Unit to a National Unit¶

Click on the add donor unit option in the pop-up menu on the national unit.

Note

Provide the supported programs by the donor unit.

Fig -Adding a donor unit to a national unit.

Donor Unit Level¶

List of Donor¶

Note

To display the pop-out menu(with options e.g add agency and show details) click on the donor unit in the list.

Fig -list of donors.

Add an Agency to a Donor Unit¶

Click on the add agency option in the menu popup.

Note

Must provide programs supported by the agency.

Fig - Adding an agency to a selected donor unit

Assigned Donor Unit Programs¶

Click on the assigned programs option in the menu popup.

_images/jphes-hierarchy-donor-programs.png

Fig - Donor Unit Programs.

Donor Details¶

Click on the show details option in the menu popup.

_images/jphes-hierarchy-donor-showdetails.png

Fig -Viewing donor detials.

Agency Unit Level¶

Create/update mechanism units.

List of Agency Unit¶

Note

To display the pop-out menu(with options e.g add mechanism, show details) click on an agency unit in the list.

_images/jphes-hierarchy-agency-showdetails.png

Fig -list of agency units.

Add Mechanism to an Agency¶

Click on the add mechanism option in the menu popup.

Note

Must provide programs supported by the mechansism.

_images/jphes-hierarchy-mechanism-add.png

Fig -Adding a Mechanism to an agency unit

Assigned Agency Unit Programs¶

Click on the assigned programs option in the menu popup.

_images/jphes-hierarchy-agency-programs.png

Fig - Agency Unit Programs.

Agency Details¶

Click on the show details option in the menu popup.

Fig -View agency detials.

Mechanism Unit Level¶

View details, programs and organisation units of the mechanism units

List of Mechanism Unit¶

Note

To display the pop-out menu(with options e.g show details) click on mechanism unit in the list.

_images/jphes-hierarchy-mechanism-list.png

Fig -list of mechanism units.

Mechanism Details¶

Click on the show details option in the menu popup.

_images/jphes-hierarchy-mechanism-showdetails.png

Fig -Mechanism details.

Mechanism Programs¶

Click on the assigned programs option in the menu popup.

Fig -Mechanism programs.

Mechanism Orgunits¶

Click on the view mechanism orgunits option in the menu popup.

Fig -Organisation units supported.

Datasets¶

JPHES contains the following datasets, categorized here by their level of reporting

National/Mechanism Level¶

National Performance(Malaria, WASH) - Rev. 2018
Family Planning Narrative - Rev. 2018
Maternal and Child Health Narrative - Rev. 2018
Nutrition Narrative - Rev. 2018
WASH Narrative - Rev. 2018
Malaria Narrative
Non-Service Delivery Narrative
Summarized Program Narrative

County Level¶

County Performance(Nutrition, MCH ,WASH) - Rev. 2018

Sub-County Level¶

Sub-County Performance(FP, Nutrition, MCH, WASH) - Rev. 2018
Family Planning Target - Rev. 2018
Malaria Target
Maternal and Child Health Target - Rev. 2018
Nutrition Target - Rev. 2018
WASH Target - Rev. 2018

Ward Level¶

WASH Performance - Rev. 2018
Malaria Performance

Facility Level¶

Maternal and Child Health Performance - Rev. 2018
Nutrition Performance - Rev. 2018

Data Entry¶

The JPHES data entry module is designed in such a way that an Implementing Partner can only enter their data. Data entry in JPHES is done as per the level of the dataset, that is National, County, Ward and Facility. After logging into the system, hover mouse pointer / click on the Apps icon on the far left as shown on the figure below. On the dropdown that appears, click on Data Entry icon.

This navigates to the data entry page, as shown on the figure below. For data entry forms to appear, you will be required to first select an organization unit/facility you are reporting for on the left panel, the dataset, reporting period and the implementing partner you are reporting for, which comes up after selecting the organization unit, Dataset and period that the user is reporting for.

Data Entry Forms¶

Below are sample screenshots for different data entry forms;

1. Facility Level¶

Nutrition Performance Dataset

2. Ward Level¶

Wash Performance Dataset

3. County Level¶

County Performance Datasets

4. National Level¶

National Peformance Datasets

Analysis and Reports¶

Pivot Table Analysis¶

The pivot table app enables users to create pivot tables, using all available data dimensions in JPHES. A pivot table is a dynamic tool for data analysis which lets you quickly summarize and arrange data according to its dimensions. Examples of data dimensions in JPHES are data dimension itself (e.g data elements, indicators and events ), periods (representing the time period for whic the data represents) and the organisational hierarchy (representing the geographical location of the data). From these dimensions you can freely select dimension items to include in the pivot table. Additional dimensions can be created in JPHES, using the group set functionality, to allow for different aggregation pathways, such as aggregation by “Partner” or facility type. A pivot table can arrange data dimensions on columns, rows, and as filters. When you place a data dimension on columns, the pivot table will display one column per dimension item. If you place multiple data dimensions on columns, the pivot table will display one column for all combinations of the items in the selected dimensions. When you place a data dimension on rows, the pivot table will display one row per dimension item in a similar fashion. The dimensions you select as filters will not be included in the pivot table, but will aggregate and filter the table data based on the selected filter items. The work-flow for creating a simple pivot table is:

Select dimension items in the left menu, for instance a few data elements or indicators.
Click “Layout” on the top menu and arrange the data dimensions as columns, rows, and filters. You can leave the selection as it is if desired.
Click “Update”.

A pivot table similar as below will be displayed. Notice how indicators are listed on columns and periods as rows.

Reports¶

Reports functionality can be accessed by clicking on Apps -> More apps -> Reports or by clicking on Apps then searching for Reports on the search bar.

There are two main types of reports than can be generated from JPHES; Dataset Reports and Standard reports:

Dataset Reports¶

Dataset reports are printer friendly views of the data entry screen filled with either raw or aggregated data. These are only available for data sets that have custom data entry forms and not for default or section forms. You can access data set reports from Apps->Reports. A Criteria window will appear where you fill in the details for your report:

Dataset: The data set you want to display.
Reporting period: The actual period you want data for. This can be aggregated as well as raw periods. This means that you can ask for a quarterly or annual report even though the data set is collected monthly. A data set’s period type (collection frequency) is defined in data set maintenance. First select the period type (Monthly, Quarterly, Yearly etc.) in the drop down next to Prev and Next buttons, and then select one of the available periods from the dropdown list below. Use Prev and Next to jump one year back or forward.
Use data for selected unit only: Use this option if you want a report for an orgunit that has children, but only want the data collected directly for this unit and not the data collected by its children. If you want a typical aggregated report for an orgunit you do not want to tick this option.
Reporting Organisation unit: Here you select the orgunit you want the report for. This can be at any level in the hierarchy as the data will be aggregated up to this level automatically (if you do not tick the option above).

When you are done filling in the report criteria you click on Generate. The report will appear as HTML in a printer-friendly format. Use the print and save as functions in the browser to print or save (as HTML) the report.You can also export the data set report in Excel and PDF formats. Below is a sample dataset report layout:

Standard Reports¶

You access the available reports by navigating to Apps->Reports. In the report menu in the left bar, click Standard Report. A list of all pre-defined reports will appear in the main window.

You run/view a report by clicking on the name of the report and then selecting “Create” from the contextual menu. If there are any pre-defined paramaters, you will see a report parameter window where you must fill in the values needed for orgunit and/or reporting month, depending on what has been defined in the underlying report table(s). Click on “Get Report” when you are ready. The report will either appear directly in your browser or be available as a PDF file for download, depending on your browser settings for handling PDF files. You can save the file and keep it locally on your computer for later use.

Data Approval¶

How to Approve data¶

On the search menu select the reports App, then click on the Data Approval link on the side menu.

Note

Only CoPs have approval permissions in the platform.

Fig -Data Approval Page.

Select a data set to approve, the period(based on the reporting period of the data set) and then Kenya(Represents Mechanism level).

Note

If the reporting organisationunit hierarchy does not appear on the data approval page. Navigate to data entry app and search for any facility on the search menu. Once the hierarchy appears on the data entry screen go back to data approval page, and the hierarchy should appear. It’s an issue of browser caching, to be fixed soon.

_images/jphes-select-dimensions-approval.png

Fig -Selecting Options(Data Set, Period and Kenya-Mechanism level)

Then click on the mechanism combo (select items) to select your mechanism on the pop-up menu.

Fig -Selecting mechanism on the pop-up menu.

Lastly, click on Get data button to generate and display the data set report based on your selected options. Confirm the values on report and click Approve if they’re okay.

Fig -Data Set report to approve.

Note

Once a data set report for a specified period is approved no updates can be done on the data. To make updates the data set report should be unapproved first.

ServiceDesk Support¶

Have any queries or require any support? Let us know via the service desk.

To Access JPHES Support¶

There are two ways of accessing the JPHES Servicedesk portal:

On the JPHES landing page , click on the JPHES support icon.
When logged in JPHES Portal, search for JPHES Support App and click on it.

F.g - JPHES Apps - (Support, Landing page, Documentation)

JPHES Servicedesk login page

F.g - Login Page.

To Login¶

To create a ticket on the portal, you’ll have to login.

To login simply enter your email address (preferably work emailaddress), and click on the submit button.
A login link will be sent to your email address.
Login to your email, and open the email from JPHES Support (inside the mail sent).
Click on the link to login to the portal.
It will redirect you to the JPHES Support page.

F.g - JPHES Support Login link sent to your email after submitting your email.

F.g - Sent Email with the login link.

F.g - JPHES Support page (when logged in).

What you can do?¶

Once you have logged in, there are serveral things you can do:

Create an new ticket.
Relply to a response of an an earlier ticket.
Close a ticket, if you’re satisified with the response.
Access all tickets you have raised and their status.

F.g Creating a ticket.

F.g List of tickets. (NB. Filter by status-Open or Closed).

F.g Ticket Detials.

F.g Ticket Response.

F.g Closed Ticket.

Appendix¶

System References¶

Reporting Guidelines¶

Indicator Narrative Revision (23rd March2017 (Archived)
Indicators Narrative - (Summarized Rev. May2017) (Archived)
Indicators Narrative (Detailed Rev. May2017) (Archived)
FH Indicator and Data Source List (Rev. March2018 - Latest) (Updated 28/01/2020)
Average FP Stockout Rate_PPR Indicator Brief (22/11/2019) (New)
FH Indicator, Data Source and Description (17/08/2021 - Latest) (New)
FH Indicator and Data Source Presentation (Rev. August2021 - Latest) (New)

Reporting Timelines¶

Activity	Period
Performance Data Entry	5th - 18th of Every End of Quarter
KHIS-PHES Data Pull and Attribution	18th of Every End of Quarter
Narrative Reporting	19th-22nd of Every End of Quarter
USAID Data Review and Clarifications	22nd-30th of Every End of Quarter
Data Submission-(Approval)	30th of Every End of Quarter
Reporting Closure	30th of Every End of Quarter