Instructions for Extracting Data & Creating a Pivot Table to Analyze Visits

Transcription

1 Instructions for Extracting Data & Creating a Pivot Table to Analyze Visits November 1, 2015 Purpose: This document provides step by step instructions on how to extract SIMS data using the DATIM Genie and create a pivot table to review the number of SIMS visits reported by quarter, agency, and SIMS assessment tool. The pivot tables are designed to support the monitoring of SIMS visits in order to plan for and assure appropriate coverage. This document provides the following: 1. How to extract SIMS data 2. How to set up a pivot table 3. How to build a pivot table to analyze SIMS Visits. Data notes and caveats for interpreting the pivot table 2 Section 1: Extract SIMS Data 1. Log in to DATIM. 2. Select the Genie under the Apps options. 3. If prompted, re enter your username and password.. Select SIMS Data Extract from the top left dropdown. 5. Select an Operating Unit (OU) from the left pane. 6. Adjust the extract by any additional filter as appropriate. NOTE: Use the Period filter to extract subsets of data if the file is too large to download.. Scroll to the bottom of the page and select Run Report Once the data has loaded onscreen, scroll to the top of the page and select Export as CSV Save file as an Excel Workbook rather than a CSV file. NOTE: Saving the extract as an Excel file will allow you to save a Pivot Table within the same document. 9 1

2 Section 2: Setup a Pivot Table 1. Open the SIMS data file in Excel. 2. Select all data in the table. Shortcut: Click in any cell that contains data and type Ctrl + Shift + Spacebar. 3. Navigate to the Insert tab on Excel s top ribbon.. Select to insert a Pivot Table. 5. On the Create PivotTable dialog box that opens, click OK to create a new worksheet A new sheet will open within your workbook with an empty pivot table box and the PivotTable Field list displayed on the right.. Click inside the pivot table box. 8. Navigate to the Design tab under the PivotTable tools header on the top ribbon. 9. Click the Report Layout dropdown icon. 10. Click to adjust the design to Show in Tabular Form and to Repeat All Item Labels

3 11. Also under the Design tab, click the Grand Totals dropdown icon Click to turn Off for Rows and Columns. 13. Next click the Subtotals dropdown icon and click Do Not Show Subtotals. 13 Section 3: Build a Pivot Table to Analyze SIMS Visits 1. Navigate to the PivotTable Fields list on the right side of the Excel workbook. 2. Hover over the Funding Agency field until it becomes highlighted. 3. Click the black down arrow to the right of the highlighted field. 3. In the dialog box that opens, uncheck the (blank) option. 5. The Funding Agency field should now have a filter icon that appears on the right: 6. Repeat steps 1 5 for Mechanism, Period, Type of Assessment, and Visit Type. NOTE: Some variables may not have any blank options. For those variables, you do not need to apply a filter.. Return to the PivotTable Fields list, hover over the Type of Assessment field until it becomes highlighted, then click and drag it down to the FILTERS box. 8. On filter that appears in the pivot table, click the dropdown arrow and select one type of assessment. 8 3

4 9. Navigate back to the PivotTable Fields list, hover over the Funding Agency field, then click and drag it down to the ROWS box Continue to drag Visit Type, Period, Visit Date, and Mechanism to the ROWS box until it looks like this: 11. Next, hover over the Score field, and click the black down arrow to the right of the highlighted field. 12. In the dialog box that opens, uncheck the any options other than 1, 2, 3, and. Click OK The Score field should now have a filter icon that appears on the right: Click and drag the Score field to the COLUMNS box. 15. Return to hover over Score in the field list again, click and drag the field down to the VALUES box. 16. The following step varies depending on the Type of Assessment selected in the pivot table s filter: ABOVE SITE: Hover over Org Level3 Name, which is the field with the OU s name, click and drag the field down to the ROWS box. COMMUNITY: Identify which Org Level# Name field contains the OU s community level data or SNU (Level ). Hover over the field, click and drag the field down to the ROWS box. FACILITY: Identify which Org Level# Name field contains the OU s facility level data (Level 5 8). Hover over the field, click and drag the field down to the ROWS box NOTE: See Section for a table identifying the Org Level# Name for each OU s Community and Facility levels.

5 1. The selected field areas should look like this: 18. After adjust column widths, the pivot table should look something like this: Section : Data Notes & Caveats for Interpreting the Pivot Table: 1. The pivot table setup and built in Section 2 3 can be used to calculate the number of SIMS visits reported by type of assessment, quarter (or period), funding agency, mechanism, and visit date. 2. Each row represents a SIMS visit. NOTE: There is no unique visit ID, which would allow one to easily calculate the n (SIMS visits). In the SIMS 1.0 POART dashboards, the n is currently calculated by triangulating the type of assessment, visit type, funding agency, implementing mechanism, org unit for the specific type of assessment, and visit date. 3. Count totals by Score (1 ) represent the total number of CEEs given each score during the visit. NOTE: 1 = Red: Needs immediate remediation 3 = Light Green: Meets PEPFAR standard 2 = Yellow: Below PEPFAR standard = Green: Exceeds PEPFAR standard In the SIMS 1.0 POART dashboards, the greens (Scores 3 and ) are combined.. Period is listed as YYYYMM. For example: June, 2015 is listed

6 5. There are many missing values. Keep this in mind while generating pivot tables or filtering. 6. Using the Genie in DATIM can be challenging. The Genie is still in beta and undergoing updates to improve the app. There is not a consistent explanation for why error messages occur. You may be able to extract a file that says, Too much data returned, if you attempt to extract it at a different time. First test extracting data for an OU, then attempt to those that are too large by selecting specific subsets, such as periods. Or, wait and try again. Above Site, Community, and Facility Org Level Identification OU Above Site Org Level Community Org Level Facility Org Level Angola Org Level3 Name Org Level5 Name Org Level6 Name Asia Regional Program Org Level Name Org Level6 Name 1 Org Level Name Botswana Org Level3 Name Org Level5 Name Org Level6 Name Burma Org Level3 Name Org Level6 Name 2 Org Level Name Burundi Org Level3 Name Org Level6 Name Org Level Name Cambodia Org Level3 Name Org Level5 Name Org Level6 Name Cameroon Org Level3 Name Org Level5 Name Org Level6 Name Caribbean Region Org Level Name Org Level6 Name 3 Org Level Name Central America Region Org Level Name Org Level6 Name Org Level Name Central Asia Region Org Level Name Org Level Name 5 Org Level8 Name Cote d'ivoire Org Level3 Name Org Level6 Name Org Level Name Democratic Republic of the Congo Org Level Name 6 Org Level Name Org Level8 Name Dominican Republic Org Level3 Name Org Level6 Name Org Level Name 8 Ethiopia Org Level3 Name Org Level6 Name Org Level Name Ghana Org Level3 Name Org Level5 Name 9 Org Level Name 10 Guyana Org Level3 Name Org Level Name Org Level5 Name Haiti Org Level3 Name Org Level5 Name Org Level6 Name India Org Level3 Name Org Level5 Name Org Level6 Name 11 Indonesia Org Level3 Name Org Level5 Name Org Level6 Name 1 China uses OrgLevel for Community. 2 Burma uses OrgLevel for some Community. 3 Suriname uses OrgLevel5 for Community; Trinidad & Tobago has not reported Community level assessments as of to verify. Suriname uses OrgLevel6 for Facility; Trinidad & Tobago uses OrgLevel8 for Facility 5 Kazakhstan uses OrgLevel8 for Community 6 Democratic Republic of Congo uses to OrgLevel for some Above Site; Democratic Republic of Congo has not reported Community level assessments as of to verify. Dominican Republic uses OrgLevel5 for some Community (Region ). 8 Dominican Republic uses OrgLevel8 for some Facility (Region 0). 9 Ghana uses OrgLevel5 for Community (i.e., OrgLevel6 is not used). 10 Ghana uses OrgLevel for Facility (i.e., OrgLevel6 is not used). 11 India has not reported Facility level assessments as of to verify. 6

7 Kenya Org Level3 Name *Org Level Name 12 Org Level8 Name Lesotho Org Level3 Name Org Level5 Name Org Level6 Name Malawi Org Level3 Name Org Level6 Name Org Level Name Mozambique Org Level3 Name Org Level5 Name Org Level6 Name Namibia Org Level3 Name Org Level5 Name Org Level6 Name Nigeria Org Level3 Name Org Level5 Name Org Level6 Name Papua New Guinea Org Level3 Name Org Level6 Name 13 Org Level Name Rwanda Org Level Name 1 Org Level6 Name Org Level Name South Africa Org Level3 Name Org Level6 Name Org Level Name South Sudan Org Level3 Name Org Level3 Name 15 Org Level3 Name Swaziland Org Level3 Name Org Level5 Name Org Level6 Name Tanzania Org Level3 Name Org Level6 Name Org Level Name Uganda Org Level3 Name Org Level6 Name Org Level Name Ukraine Org Level3 Name Org Level Name Org Level5 Name Vietnam Org Level Name 16 Org Level5 Name Org Level6 Name Zambia Org Level3 Name Org Level5 Name Org Level6 Name Zimbabwe Org Level3 Name Org Level5 Name Org Level6 Name Keeping Notes Please keep notes and send them to the ICPI SIMS Workstream to compile and upload to pepfarii.net. Both process and country level notes can be useful to others as they conduct similar analyses. For example: how a country may implement SIMS visits in a unique way, what and why fields of data are missing, or any other observations. Links to SIMS Data Products on pepfarii.net If you are interested in viewing SIMS data products to date, please go to pepfarii.net: HQ/icpi/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2FOGAC%2DHQ%2Ficpi%2FShared% 20Documents%2FData%20Analysis%2FSIMS Contact Information for the ICPI SIMS Workstream Jasmine Buttolph Michael Melchior jbuttolph@peacecorps.gov mmelchior@peacecorps.gov 12 Kenya uses OrgLevel6, OrgLevel, and OrgLevel8 for Community. 13 Papua New Guinea has not reported Community level assessments as of to verify. 1 Rwanda uses OrgLevel for Above Site for some regions. 15 South Sudan uses OrgLevel3 for Community. 16 Vietnam uses OrgLevel for Above Site.

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