Data Management & Forecasting Tools for Diagnostics Service CHAI s Experience Jun 2012 1
The problem What are the most frequent laboratory instrument problems? How many laboratory professionals need training on ART monitoring testing this year? GAP Do laboratories receiving mentorship perform better in accreditation? Program Management Program Data
Bridging the gap What are the most frequent laboratory instrument problems? How many laboratory professionals need training on ART Monitoring testing this year? Need data management practice and storage structure to facilitate fast analysis of program data Need software tools to provide access to the data, allow flexible manipulation, and provide meaningful presentation Do laboratories receiving mentorship perform better in accreditation? Program Management CHAI-LST has developed and implemented small scale laboratory data management tools to help countries improve data collection, data organization and analysis Program Data
Laboratory data management systems Instrument Maintenance Management Databases Help capture instrument problem Record maintenance scheduling Record maintenance events Spare part inventory management Report on frequency of specific instrument problems Report on instrument problem by instrument type Report on instrument problem by manufacturer Report on instrument downtime External Quality Assurance Management Database Manage data on panel preparation, panel distribution (mainly for RDT) Capture site EQA testing performance Help analyze data on lab performance on quality over time Generate report on feedback Laboratory Training Management Database Help capture national laboratory staff centrally Help plan and schedule national and regional training Capture training given at every level Report on who has been trained on what Report on national training distribution Analysis on training need based on information on quality performances and instrument problems
Laboratory data management systems EID Testing Management Database Capture exposed infant and mother information Capture EID information Sample management Work list management Result management SMS result delivery Lab dashboard National dashboard POC Testing Management Database Passively collect data on POC testing using remote mobile connectivity Aggregate testing data to report on consumption, Quality of testing and instrument errors Monitor real time remote instrument performance Dashboard Currently the system work with PIMA Alere CD4 analyzer Forecasting Tool for Diagnostics Product Developed in collaboration with USAID, JSI, SCMS and CHAI Uses consumption, Service statistics and Morbidity data to forecast product need for lab services Report on laboratory capacity and instrument utilization Provide forecast accuracy information
ForLAB-The Tool Site profile Test list Product list Instrument list Instrument throughput Testing protocol Test product usage rate Site instrument list Scope of the forecast Reporting period Duration for the forecast Date of the forecast Select the right methodology Select the right data usage Product consumption Service statistics Morbidity Stock out Instrument downtime Wastage rate Expected program growth Actual consumption Parameterization Forecast methodology Program area Testing area Date Tool setup Defining forecast Forecasting Forecast adjustment Reporting Able to segregate costs associated with individual diagnostic areas (CD4, Chem, Heme, VL, ect.), as well as aggregated. Provide a summary of instrument distribution (total numbers and % of total by diagnostic area) Provide a summary of instrument utilization rates by platform (test numbers or estimated test numbers verses instrument capacity) Provide a summary of instrument diagnostic contribution (number and % of tests performed on each instrument platform) Provide detailed site level report of instrument utilization rates and test numbers, as well as instrument downtime Report on comparison of forecast accuracy among methodologies Report on forecast accuracy using MAPE (mean absolute percentage error) Dashboard with graphical representation of various reports
Challenge in availability of Service/Consumption data Using GMS to remotely collect information using black box Health Facility: GSM Printers on GPRS or SMS Online Data Warehouse Web applications built to query black boxes for data collected from lab analyzers Queries over GSM/ Intenret Information on quantity of tests done, quality of test and maintenance information collected Data available over a web portal in real time on a dash board Facility A Facility B Black boxes collect store and forward testing data to the server through the GPRS network CD4 Analyzer
Focus on commodities and quality of tests Data availability in real time through GSM saves lives Real time data from remote laboratories across platforms Consumption data Information on uptime Quality information Forecasting Service and Maintenance Procurement Supply Chain An intelligent black box captures data through serial ports on lab equipment Consumption data is availed in real time across all analyzers in a country by platform Throughput and down time of each equipment Internal QA/QC data for each test performed Consumption based forecasting is precise Service and maintenance is easily monitored Procurement and supply chain planning is straight forward Elimination of lab commodity stock outs Assured availability of quality diagnostic testing Patient monitoring hence longevity on first line therapy saving vital resources Identification of toxicities early hence better clinical management hence reduced morbidity Lives saved!!!