USAID Guyana HIV/AIDS Program User Guide

USAID GUYANA
HIV/AIDS
REDUCTION &
PREVENTION
(GHARP)
PROGRAM
Monitoring and Reporting
Detail Database

TABLE OF CONTENTS
INTRODUCTION.....................................................................................................................5
SYSTEM OVERVIEW..............................................................................................................6
IMPLEMENTATION DECISION...........................................................................................8
BUSINESS VALUE................................................................................................................10
CONVERSION........................................................................................................................12
INSTALLATION.....................................................................................................................13
INITIAL USAGE....................................................................................................................16
CLIENT MAINTENANCE.....................................................................................................18
COMMUNITY OUTREACH..................................................................................................22
MATERIALS DISTRIBUTED...............................................................................................25
MULTI-SESSION PROGRAMS AND TRAINING..............................................................27
General Information......................................................................................................................28
Sessions..........................................................................................................................................32
Clients.............................................................................................................................................34
OVC and HBC.........................................................................................................................36
Create New OVC Client................................................................................................................37
Care Providers...............................................................................................................................41
Client Visits....................................................................................................................................43
REPORTING...........................................................................................................................46
Community Outreach....................................................................................................................47
Community Outreach Detail.........................................................................................................................47
Community Outreach Program Summary.....................................................................................................48
Materials Distributed....................................................................................................................49
Materials Distributed Detail..........................................................................................................................49
Materials Distributed Program Summary.....................................................................................................49
Multi-Session Programs................................................................................................................50
Multi-Session Programs Summary...............................................................................................................50
Multi-Session Programs – without Clients....................................................................................................51
Multi-Session Programs – with Clients.........................................................................................................52
Sign In Register.............................................................................................................................................53
Orphans and Vulnerable Children...............................................................................................54
OVC Program Summary (by Count).............................................................................................................54
OVC Program Summary (by Time)..............................................................................................................55
OVC Care Provider Summary (by Count)....................................................................................................57
OVC Care Provider Summary (by Time).....................................................................................................58
OVC Client Detail Report.............................................................................................................................59

Monitoring and Reporting – Monthly Summary........................................................................61
ADMIN MENU.......................................................................................................................62
Backup Database...........................................................................................................................................63
Code Table Maintenance...............................................................................................................................65
Update Database............................................................................................................................................67
Trouble Report..............................................................................................................................................68
User Maintenance..........................................................................................................................................71
ADDITIONAL NOTES...........................................................................................................72
Lost Passwords..............................................................................................................................................72
Built-in Help – Access 2003.........................................................................................................................74
Built-in Help – Access 2007.........................................................................................................................74

GHARP – Monitoring and Reporting Detail Database User Guide
IINTRODUCTIONNTRODUCTION
he USAID Guyana HIV/AIDS Reduction and Prevention Program (GHARP) –
Monitoring and Reporting Detail database is a computerized system designed to
capture the data required by the National Monitoring and Reporting Guidelines.
These reporting guidelines are to be used by non-governmental organizations
implementing HIV/AIDS programs in Guyana.
T
A working version of these guidelines was published in December 2007. These
guidelines define frontline tools, or reporting forms, that NGO’s are required to
submit monthly. The forms capture monthly activity for a variety of programs
including: Community Outreach, Materials Distributed, Multi-Session Programs,
OVC and HBC.
An effort to electronically record this data was undertaken in early 2008 and is
designed to:
 Reduce data input labor with easy to use data input procedures.
 Increase data input quality through data validation.
 Meet the auditing requirements of funding agencies.
 Provide a wide range of reporting.
 Support ad-hoc queries.
 Generally enhance the ease of access, reliability, and scalability of Monitoring and
Reporting data by placing the data in a Microsoft Access database.
This Monitoring and Reporting (MR) Detail Database User Guide is the single
document designed to fully document the usage of the Monitoring and Reporting
Detail database. A second document is available to assist a database administrator in
the installation and maintenance of the database.
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SSYSTEMYSTEM OOVERVIEWVERVIEW
The Monitoring and Reporting – Detail (MR-Detail) database is comprised of the following
modules. Each module is designed to capture one program area within the National
Monitoring and Reporting Guidelines.
Community Outreach. This module captures data associated with Community Outreach
Programs. The primary data captured are counts of the number of new and existing persons
provided with specific HIV/AIDS prevention messages. The data is disaggregated by gender.
Materials Distributed. This module captures the distribution of the following materials:
male condoms, female condoms, and BCC materials. Data is captured by the date the
materials are distributed.
Multi-Session Programs. This module captures the detailed data associated with both
prevention and training multi-session programs. Details are captured regarding: the specific
program (for example: Audience, Message, etc), all the dates and times the program meets,
and the persons that participated in the program along with their attendance at each session.
Orphans and Vulnerable Children / Home Based Care. These modules capture detailed
information regarding OVC and HBC clients, including: basic demographic and at-risk
indicators, narratives regarding all service areas, and assessment and intervention planning
information. A wide range of information regarding an OVC/HBC care providers is also
captured, along with detailed client visit information
Client Maintenance. This module supports the entry of “Clients” into the system. The term
Clients is used generically to refer to individuals who receive services (for example students
in a multi-session program), or individuals who provide services (for example care providers
to OVC clients). In other words, this module supports the entry of “people” into the MR-
Detail database who then become either recipients or providers of services.
Reporting. A wide range of reports are provided. Reports generally fall under two
categories: basic detail listings of the data that was entered, and summary reports that
summarize data across a program area. Flexible reporting options allow for reporting by
single Funding Agency, or across all Funding Agencies. Reports may also be run for any
time period.
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System Utilities. System Administrator utilities support the following:
• Backup Database utility that both makes backing up your data easy, and enforces
regular backups.
• Code table maintenance that supports Service Provider customizations.
• Update Database utility for easy installation of system enhancements.
• Trouble Report that details how to file a trouble report.
• User Maintenance that controls who can log on to the system and which modules they
have access to.
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IIMPLEMENTATIONMPLEMENTATION DDECISIONECISION
Directors of HIV/AIDS prevention programs in Guyana will, when evaluating this database,
need to determine if they wish to implement this system. The following provides guidelines
for making an implementation decision.
1. Degree of similarity with your business model. No software system, unless custom
written at significant cost, will perfectly match your business model. Furthermore
there are several modules in this system; some modules may match your business
model closer than others.
The question is not whether this database perfectly matches your current business
procedures, (for it’s almost assumed some modules of the system will better match
your business than other modules), but if the system can have a net benefit in meeting
your business objectives.
Please keep in mind that not all modules need be implemented. Some modules may
be implemented, while others may never be implemented, or implemented at a later
date. (In fact, it would probably be safest to gradually implement modules).
Another possibility, if the system does not fully match your business needs, is to
augment this system with additional custom procedures.
2. Cost. This MR-Detail database is supplied by GHARP at no cost. However, while
there is no direct purchase price for the database, there may be costs associated with
implementation, for example: data entry costs, personnel training, etc.
3. Uncertainty. A decision to switch data gathering procedures at a business can be
unnerving since failed procedures can profoundly affect your business. However, in
any conversion effort, it is best to run both your current procedures and the new
procedures in parallel for a short period of time. While maintaining your old system,
and simultaneously implementing this database can take more time, it will give you a
level of comfort knowing that you can always chose to not implement this database if
it proves problematic.
In other words, you don’t have to make a decision to implement this system. You
only have to decide whether or not to try the system. When run in parallel with
existing procedures, you can always stop using this system.
4. Scalability. If you are currently using manual paper based, or Excel based
procedures, that reasonably meet your needs today, please consider if your current
procedures will be adequate as your business grows. Paper or Excel based system can
quickly become overwhelmed as years of prior historical data grow, or as your client
base increases.
Manual systems are also very personnel dependant. When new personnel take over
manual systems, data quality can suffer. A formal database is less susceptible to error
when personnel change.
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5. Security. Data that is highly dependant on a paper trail can be more at risk than
electronic databases. Paper systems can fill file cabinets, take up space, become dis-
organized, and can be at risk for privacy breaches. Electronic systems can be much
more secure, and operations as simple as making regular backups of electronic files,
provide greater ability to recover than can ever be achieved with paper systems that
are never duplicated.
6. Capacity. Implementation of this system requires at least one computer and
personnel that are computer literate. Please consider the appropriateness for your
situation.
In summary, be wise in your implementation decision. The bottom line question is not
whether this system is perfect, but whether your business will better meet its objectives
with or without this system.
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BBUSINESSUSINESS VVALUEALUE
The following section reviews features of this database that add value to your business.
1. Implementation of the National Monitoring and Reporting Guidelines. This
database is a full implementation of the National Monitoring and Reporting
Guidelines for non-governmental organizations implementing HIV/AIDS programs in
Guyana, as published in December 2007.
The modules implemented by this database are: Community Outreach, Materials
Distributed, Multi-Session Programs (for both Prevention and Training), Orphans and
Vulnerable Children, and Home Based Care. Use of this database will fulfill all data
collection and reporting required by the guidelines in a single, consistent system.
2. Automated Reporting. Each module supports a wide range of detail and summary
reports. Detail reports provide basic listings of the raw data that has been entered.
Summary reports provide aggregated totals across any funding agency and/or date
range of your choosing. For example, the same summary report can provide monthly
totals (for example, by requesting a date range of Jan 1 – Jan 31), or yearly totals (for
example, by requesting a data range of Jan 1 – Dec 31).
Also, production of the monthly summary report of all program indicators, required
by GHARP, is automated.
3. Supports multiple Funding Agencies. When entering data, a Funding Agency
prompt allows you to apply that data to an agency of your choosing. For example,
one Community Outreach effort could apply to GHARP, and another Community
Outreach could apply to GOG. Reports are then run for a single Funding Agency, or
all Funding Agencies.
4. Meet auditing requirements. Funding agencies require an accounting for their
financial support. This system will assist in meeting auditing requirements.
5. Full Documentation. This database includes the following documentation:
• User Manual. This manual with a complete discussion of the user interface.
• Administrator Manual. A supplemental manual of interest primarily to
support personnel.
• Built-in Help. On-line, context sensitive help, that provides immediate
feedback to the user. See the section Additional Notes for details.
6. Scalability. This database will grow easily with your business. Manual, paper based,
and Excel data tracking and reporting systems become weaker, error prone, and more
time consuming over time (as your services grow and as you build historical data).
This database will serve as a strong repository for many years of historical data, and
works equally well at small and large service levels.
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7. Data Quality. Validated data entry, along with clean and consistent user-interfaces
help assure that complete and accurate data is captured.
8. Miscellaneous. Additional items of value include:
• Cost. This system is provided by GHARP at no cost.
• Customized reporting. Reports are generated in either Excel or Access
format. Note that Access reports can be exported to Excel. Once in Excel
all reports can be manually customized to meet your specific needs.
• Competitive advantage. Full implantation of this system may serve as a
positive indicator of your business during the RFA bidding process.
• Reduction in double counting. This system has a powerful feature to help
avoid the duplicate entry of identical persons. See the Client Maintenance
section for details.
• Automated backup. The backup system has two features. One, the system
automates the backup process, and two, enforces that backups occur.
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CCONVERSIONONVERSION
This section provides suggestions for converting from existing data collection systems to this
electronic database. Note that a full conversion can take several months. Old data collections
systems are replaced slowly. In planning your conversion you may wish to consider the
following:
Personal training. Begin by learning this system.
The primary sections of this manual that users should read are: Client Maintenance,
Community Outreach, Materials Distributed, Multi-Session Programs, OVC & HBC,
Reporting (the first page only), Admin Menu, and Additional Notes.
As each module is read, “play” with the system. Enter a small amount of historical data.
Consider how your business operates, and if the system will meet your needs. Run the
reports associated with the module.
The goal here is not to enter many months of data, but to develop an initial comfort in
using and understanding the system.
Initialize the data tables. If, during the personal training above, non-production data
was entered, it will need to be removed from the system, either by manually performing
deletes, or by re-running the installation program.
Put a single module into production. Do not begin by using every module all at once.
Select one or two modules for initial use. If you have a prevention program, you might
prefer to begin with the less complex modules Community Outreach or Materials
Distributed. If the only modules you will be using are OVC and/or HBC, you might
begin by first entering Clients and/or Care Providers into Client Maintenance before
actually using OVC or HBC.
Consider initially entering one or two months of historical data. Keep in mind that each
module has both a data entry portion and reporting. Be sure to closely review both.
Operate in parallel with existing systems. For a brief period of time, use both your
existing data collection system and this database. Do not turn your existing system off
until you have confidence in this system. Generally this would mean running in parallel
for a minimum of one month, so that the monthly reports from each system can be
compared. Parallel usage will, of course, mean additional labor which are a cost of a
prudent conversion.
Put additional modules into production. As your confidence in the system and the
knowledge of the staff increase, then continue by putting additional modules into
production. Do not rush the process.
This system could serve your business well for many years; please take care to implement
the system slowly to keep the initial experience positive.
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IINSTALLATIONNSTALLATION
The MR-Detail database is supplied on a CD and is easily installed by an installation program.
Installation requirements:
The database needs the following:
• 20Mb of hard disk space
• Microsoft Access 2003 or 2007
• Microsoft Excel 2003 or 2007
• Screen resolution of at least: 1024 x 768
(To modify resolution: Control PanelDisplaySettingsScreen Resolution)
Network vs. Standalone installation:
• Network installation: When installed on a centrally available network share drive, the
single installation will be accessible by any computer that can mount the shared drive.
Multiple users can share the same data simultaneously.
In general, a networked installation is preferred. All data will be accessible from all
computers, system updates will then only occur on a single computer, and system
wide reports will not need to be collated from multiple computers.
• Non-network installation: If a network is not available, the system can be installed on
one or more computers wishing to run the system. However, these individual
computers will not share the same data. Each will have its own copy of the data.
When run on multiple non-networked computers, then it is important that a given
module not be run on multiple computers. For example, if the OVC module is run on
computer #1, then computer #2 should not run OVC. That is, a single computer
would be the only computer running a given module.
Networking costs:
It is important to understand that there is no way to combine the data from multiple
computers. The difficulties encountered by having the system on multiple computers
may be an incentive to install a network. Please consider networking at least those
computers that will be using this database.
Costs to network include:
• Network Hub. Each networked computer needs a cable run from its network port to this
network hub. One cable would then run from the hub to the single computer that will be
hosting the file share (i.e., the single computer where this database will reside). Typical
cost: $20,000.
• Cable: Enough cable to run from each computer to the network hub. Typical cost:
$60/foot.
• Labor: Technician time to set-up each computer on the network. Typical cost:
$5,500/computer.
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The software required to share the database on the network is built into the Windows
operating system. No special software is required.
Excel 2003 Preparation:
1. For Excel 2003, please do the following before running the Install.xlm file:
Installation:
2. From the installation CD, launch Install.xlm.
Excel 2007 Users: When the following dialog boxes display, click Yes, and then click
Enable Macros.
First
Open Excel, select:
Tools MacroSecurity
Second
Set the security level to
Low.

3. The following dialog box appears. Browse… to locate the directory where the
installation should occur. For non-network systems, it is recommended that the
installation occur in the c:Program Files directory. Click Install.
4. The following dialog box appears. Use the drop down to select the Service Provider.
Click Continue.
5. Upon completion, an alias, named GHARP MR Detail DB, is placed on the desktop.
Use the alias to launch the MR Detail database. The alias may be moved to any
convenient location.
Also, note that a temporary Username and Password of TempAdmin is
created. As the following dialog box indicates – please logon with the temporary
account, (which is automatically deleted), and then create permanent accounts. See
the section User Maintenance for details.

IINITIALNITIAL UUSAGESAGE
The first time the database is used on each computer, some one-time events occur. Note that
these instructions need to be followed only upon the first usage, and that the instructions vary
depending upon the version of Microsoft Access.
Access 2007 – Initial Usage
The first time the database is opened on an Access 2007 computer, the following will display:
1) In some cases, but not all, the following will appear. Click OK.
2) When the Security Warning appears, click Options….
3) When the Security Alert appears, select Enable this content.
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Access 2003 – Initial Usage
The first time the database is opened on an Access 2003 computer, the following may display:
1) If the following displays, click Open.
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CCLIENTLIENT MMAINTENANCEAINTENANCE
Client Maintenance supports the entry and lookup of Client information into the MR-Detail
database.
The term “Client” is used generically to refer to persons who receive, and in some case
provide, services of the Service Providers. For example, a student who attends a Multi-
Session Program is generically referred to as a Client – i.e. someone who receives a service.
Children enrolled in an OVC program, along with their care takers, are for the purposes of this
database, referred to as Clients.
Client Maintenance supports both adding new Clients to the database, and a powerful lookup
function that locates existing Clients and helps avoid duplicate entry of the same Client.
Client Maintenance
Enter Client Maintenance by selecting Client Maintenance from the primary menu. The
following displays. Three functions are available: Create New Client, Lookup Existing
Clients, and Delete Displayed Client.
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Create New Client
To begin the process of creating a new Client, click Create New Client.
Once the basic Client information above is entered, the full Client Maintenance dialog
displays. Enter the optional data as desired for the particular Client.

Similar Client Already Exists
A significant concern that occurs in capturing Client information in public health systems is
the need to uniquely identifying an individual.
For example, if the same person is entered into the system first as Leticia Ramjag, and then
that same person is again entered into the system, but this time as Laticia Ramjag, these two
entries will be seen as two persons. This causes a variety of significant issues like the
inability to count the number of persons served, or the inability to determine if this person has
already participated in a program.
The MR-Detail system has a sophisticated mechanism to help avoid duplicate Client entry.
When adding a Client, the system:
1. Does a “fuzzy” search of all existing Clients to determine if a Client with a “similar” name
exists.
2. If Client(s) with similar names exist, the following dialog box displays.
3. The user may optionally continue to add the new Client, or may realize the Client is already in
the system, and chose to use one of the existing Clients.
(The “fuzzy” search mechanism uses the Surname and First Name to locate similar Clients of
the same sex. That is, the system will not locate similar names of different sex. Also, note
that Birth date is not considered in the “fuzzy” search).

Lookup Existing Clients
A second mechanism to assist in avoiding duplicate Client entry, and also used to locate
existing Clients, is the Lookup Existing Clients dialog box below:
To locate Clients already in the system, enter any subset of the above information, and then
click Lookup. All clients that meet the search criteria will display.
In entering the search criteria, please note the following:
• Searches are performed on Surname, First Name, Middle Initial, Gender, and
BirthDate.
• Entries may be made in any of the search criteria fields. For example, an entry could
be made in just Surname, or both Surname and Gender.
• If no entries are made, then a list of all Clients is presented.
• The search criteria may appear anywhere in the selected field. In the above example,
‘a’ is the search criteria for Surname. Two entries were found: Ramjag, and Alleyne.
Note that ‘a’ was found at the beginning and in the middle of the names. The
characters do not need to be at the start of the search criteria, but will be searched for
in any position in the search criteria.
Delete Displayed Client
Click Delete Displayed Client to remove a Client from the database. Note that the system will
not allow deletion if the Client exists in any of the modules. That is, the system first checks to
see if a Client is in the Multi-Session, OVC or HBC systems, and if so, will not allow deletion
without the user first removing the Client from those systems.
Note
To list all clients, click
Lookup without entering
any search criteria.

CCOMMUNITYOMMUNITY OOUTREACHUTREACH
The Community Outreach module supports the capture of data associated with Community
Outreach activities. Begin the process of capturing Community Outreach data by selecting
Community Outreach from the primary menu. The following displays:
Outreach data is initially established by clicking the Create New Outreach Date button. The
following dialog box prompts for the date.
Note that multiple Outreach’s may be created for the same date. A sequence number is
appended to the date to uniquely identify an Outreach. For example the first Outreach for
January 1, 2008 will be: “01-Jan-08: 1”. The second Outreach will be: “01-Jan-08: 2”
Entry of a Title is optional. You may find a Title helpful in identifying a particular Outreach.
Existing dates may be located through the drop down selection, or by using the Previous
Date / Next Date buttons.
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Following is the Location – Facilitators tab.
The Outreach and Location – Facilitators tabs support the following parameters:
• Funding Agency: GHARP, Other, etc.
• Audience: In-School Youth, Miners, Loggers, etc.
• Message: Abstinence, Be-Faithful, etc.
• Ethnicity: Afro Guyanese, Indo Guyanese, Amerindian, etc.
• Title: Optional identifying information.
• Notes: An optional free text area that may be used to record useful information.
• Facility: Free text used to record the place the Program was presented.
• Town:
• Region:
• Facilitator Name 1 - 3: The name of up to three individuals responsible for the
Outreach.

Having entered information on the Outreach tab, additional information should be entered on
the Counts tab. Upon selecting the Counts tab, the following screen will display. Enter data
to complete the required information for a Community Outreach date.
Note that the system validates that the data entered above matches the message. That is, if the
Message is Abstinence Only, Faithfulness Only data may not be entered.
Note
Values are not entered into the
Total column. The system will
automatically add the Male and
Female values to calculate the
Total, which is presented as a
convenience.

MMATERIALSATERIALS DDISTRIBUTEDISTRIBUTED
This module supports the capture of data regarding material distribution. Materials include:
male condoms, female condoms, and BCC Materials. An optional Notes field supports the
entry of free text.
Data entry begins by first selecting a Service Provider. Then click Create New Date to
display the following:
Having established a Distribution Date, then Audience, Condom and BCC material
information may be entered. Note that multiple distributions may be created for the same
date. A sequence number is automatically appended to the date to uniquely identify a
distribution. For example the first distribution for January 1, 2008 will be: “01-Jan-08: 1”.
The second distribution will be: “01-Jan-08: 2”.
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Optionally, Location and Facilitator information may be entered.
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MMULTI-ULTI-SSESSIONESSION PPROGRAMS ANDROGRAMS AND TTRAININGRAINING
Multi-Session Programs have three primary elements:
1. Program. A Program is the overarching term that refers to a series of individual Sessions.
Programs are established to promote a specific message to a specific audience.
2. Session. Programs consist of one to many Sessions, or meetings, the group of which
establishes a full Program. Synonymous terms for Session include: class and meeting.
3. Clients. Clients are the persons, or students, who attend Sessions. This module records each
Clients attendance at each Session.
Multi-Session Programs support two primary categories of training:
1. Prevention interventions. These are prevention sessions with an individual, or groups of
individuals. This may take place within a variety of settings such as a community, at
workplaces, at religious organization, at clubs, or within the school setting. The content and
duration of sessions are guided by a detailed curriculum. There are different curricula for the
various target audiences which address their specific needs
2. Training programs. Supports the entry of detailed data regarding the training of persons in
providing services to a wide range of categories.
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General Information
Begin the process of capturing Multi-Session Programs by selecting Multi-Session Programs
from the primary menu. The following displays:
Programs are initially established by clicking the Add Program button. A dialog box prompts
for a name. Existing Programs may be located through the Program drop down selection, or
by using the Previous Program / Next Program buttons.
When adding a new program, the following dialog box appears. The Program Name must be
unique. Programs can be one of two categories: Prevention or Training (as noted in the Multi-
Session Program introduction above). While the function of each is quite different, the
general concept of: Programs/Sessions/Clients is virtually identical from a data collection
perspective. The primary difference between the two is that the options available in the
Audience and Message drop downs vary with the Category.

Having established a Program, the following General Information parameters may be entered:
• Funding Agency: The agency responsible for funding the Program. All reports
support separation by Funding Agency, and thus you can separate your activities by
Funding Agency.
• Audience: For Prevention programs: In-School Youth, Miners, Loggers, etc. For
Training programs: Doctors, Media, MSM’s, etc.
• Message: For Prevention programs: Abstinence, Be-Faithful, etc. For Training
programs: Care to OVC, HIV Palliative Care, etc.
• All Sessions Completed: Set to Yes or No.
• Condoms Distributed: Entered at the completion of a Multi-Session Program. (Used
in Prevention programs. Not used in Training programs).
• BCC Materials Distributed: Entered at the completion of a Multi-Session Program.
(Used in Prevention programs. Not used in Training programs).
• Notes: An optional free text area that may be used to record useful information.

General Information Notes
• Programs may be deleted through the use of the Delete Program button. However,
Programs generally should not be deleted if any Session have been completed.
• Care should be taken when setting All Sessions Completed to Yes, since the
following occurs:
• Sessions may no longer be added or deleted
• Clients may no longer be added or deleted
• Client attendance records may no longer be adjusted
• All entries on the General Info tab, except the Notes section, may no longer be adjusted
• A Program whose All Sessions Completed value is Yes may be changed to No.
However, if a Monthly Summary report has already been submitted (that included the
previously completed Program), then the report will need to be re-submitted so that
the Programs summary values are not recorded until the Program was actually
completed.
Contact
The Contact tab allows entry of two contact persons. These optional entries may be used in
any way deemed helpful. You may wish to record persons involved in administrating the
Program, or those responsible for teaching the Sessions. A Notes box allows free text entry.

Location
The Location tab allows entry of information regarding the location where the Program is
conducted. These entries are optional and might be used, for example, to document activities
in a Region.

Sessions
Once a Multi-Session Program has been created, Sessions may be added through the
following Session tab.
Programs consist of a system maximum of twenty-five Sessions. To add a Session, click the
Add Session button. The following will display.
The only check that occurs when adding a Session, is that a given date and time may not be
created more than once. Sessions may be established with past or future dates. Note that
Session dates always display with the day of the week. This helps to assure a correct date has
been entered.

Additional Session Notes
• Each Session has associated with it a Facilitator Name. This optional entry is
available as a convenience for recording the name of the persons teaching the Session.
• There is no requirement that Sessions be added in date/time order. The system will
always re-order the Sessions after a new Session has been added.
• Sessions may be added or deleted at any time during a Program. There is no
requirement that all the Sessions be created at one time.

Clients
Once Sessions have been established, Clients are added through the following Clients tab:
Two primary pieces of information are entered in the above screen – Clients, and their
attendance at each session.
Clients are added to the Program through the Add Client button. Upon clicking Add Client,
the Client Maintenance screen displays. Existing Clients may be located, or new Clients
added. Please see the Client Maintenance section for a full discussion of this module.
Note that each Session is presented above as one column, and that all the Sessions are
presented in date/time order. A check mark indicates that a Client attended a Session. A
blank indicates a Client was absent (or that the Session has not occurred yet).
Click the All button to check a Clients attendance at all Sessions. Click None, to remove the
attendance check mark for the Client.
Note that an Attendance Percentage is calculated for each Client. Attendance Percents less
than 80 are highlighted in yellow. Also note the Parental Consent column may optionally be
used to document that a parental consent form is on file (as may be required for some In-
School Youth programs).
Note
Sessions display with
the day of the week,
which helps assure
an accurate date has
been entered.

The Print Sign In Register button produces the following report. This report could be used as
a sign in register during Program Sessions.
Note
Attendance percent and
Parental Consent are
printed on the register.

OVC and HBCOVC and HBC
MR-Detail supports both Orphans and Vulnerable Children (OVC), and Home Based Care
(HBC). While separate, the modules function virtually identically, and differ primarily in the
services provided and a few of the indicators. For purposes of this documentation, only OVC
is discussed.
The Orphans and Vulnerable Children (OVC) module has three primary elements:
1. OVC Clients. Those persons who have been entered into the MR-Detail database as Clients
to receive OVC services.
2. Care Providers. Those persons who provide care to OVC Clients. The term “Care Provider”
is used broadly to indicate anyone who cares for the OVC Client, for example: social worker,
physician, parent, guardian, etc.
3. Client Visits. Interactions with the OVC client that result in the providing of a service, or the
observation of the OVC Client. The term “Visit” is used broadly and could indicate the case
of a teacher providing service in the clients’ home, or the child who visits a physician at the
physicians’ office.
Date Printed: 1/29/2015 OVC and HBC Page: 36 of 74

Create New OVC Client
Begin the OVC module process by selecting the button Create New OVC Client. The
following dialog box will display. Enter basic OVC Client information.
Note that the MR-Detail database has a sophisticated system for helping avoid duplicate entry
of the same person. In the event that a person with very similar information is entered, a
dialog box will present all the OVC Clients with similar information, and provide the option
of using one of the similar OVC Clients instead. See the Client Maintenance section titled:
Similar Client Already Exists, for a full discussion.
Lookup Existing OVC Clients
MR-Detail provides a flexible method for locating existing OVC clients. See the Client
Maintenance section titled: Lookup Existing Clients, for a full discussion.

Client Profile
Once an OVC Client is created, a variety of general Client Profile information is collected in
the following Client Profile tab. All entries are self-explanatory.
Note
This button supports the
printing of the OVC Client
Detail Report which provides
full information on the OVC
Client that is displayed.
See the Reporting section for
details regarding this report.

Narratives
The Narratives tab supports the optional entry of free text information for the seven core
service areas. Each free text area may contain up to 65,000 characters.

Assessment - Plan
The Assessment - Plan tab supports the optional entry of free text information for the
following OVC Client categories: Assessment, and Plan. Each free text area may contain up
to 65,000 characters.

Care Providers
The following Care Providers tab presents a listing of those persons who have been assigned
to serve as Care Providers. Note that those person listed are Care Providers for the selected
OVC Client. Note that a given Care Provider could also be a Care Provider for other OVC
Clients.
A single OVC Client may have zero to many Care Providers. There is no limit to the number
of Care Providers an OVC Client may have.
Also note that the following display merely lists the selected OVC Client’s Care Providers.
Additional dialog boxes allow both the assignment of persons as Care Providers, and the
capture of information about those Care Providers.

Click the button Care Provider Maintenance to display the following:
This dialog box supports the creation and deletion of Care Providers (for the selected OVC
Client). Just as with the OVC Client, the above three tabs, (Care Provider Profile, Narratives,
and Assessment-Plan) allow the capture of information about the Care Provider. Note that all
entries about the Care Provider are optional.

Client Visits
The OVC module supports the capture of visit information in the following Client Visits tab.
OVC Clients may have from zero to many visits. There is no limit to the number of visits
supported.
Note that the above merely lists the previously created OVC Client visits. Click the
appropriate buttons to Add, Change, or Delete client Visits.
Note
This pointer allows the
selection of a Visit. To
delete or change a Visit, first
select the Visit, and then
click Change or Delete
Selected Visit.

Add Visit
Upon clicking Add Visit, the following will display. Enter a Visit Date and Start Time.
After entering a unique date and start time, the following will display. The Visit Profile tab
supports check boxes for each of the primary OVC service areas.
Items to note:
 The Care Providers – Full List presents a list of all Current Care Providers that have
been assigned to the specific OVC Client. Use these arrows to populate the
Care Providers – This Visit box with those Care Providers for the specific visit. The
maximum number of Care Providers for a visit is three.
 Visit End time is required and is used in reports to calculate total visit times for both
clients and care providers.
Note
Click the Previous or Next
buttons to display other OVC
Client visits.

The Narratives tab supports the entry of free text information regarding Observations and
Interventions.

RREPORTINGEPORTING
Following is the Primary Reports dialog box. Note that the MR Detail system creates reports
for each of the programs. Reports may be run for any funding agency and date range.
Items to note:
 Reports may be run for a single selected Funding Agency, or by not selecting any
Funding Agency, the report will include all Funding Agencies.
 Variable From and To dates allow you to produce a wide range of reports, for
example: single month, quarterly, and annual (both fiscal and calendar year).
 The earliest From date that may be entered is January 2008, since that is the first
month for which data may be captured.
 The final output of reports is either in Excel or Access format. An advantage to Excel
output is that the report can be manually customized. Access reports can not be
customized, but can be transferred to Excel using the Access feature “Analyze It with
Microsoft Office Excel”. Once in Excel the report can be customized.
Date Printed: 1/29/2015 REPORTING Page: 46 of 74

Community Outreach
Community Outreach Detail
Following is an example of the Community Outreach Detail report. The report is a detailed listing, by
Community Outreach Activity, of the data as entered into the system. Note that totals, by month, are calculated.

Community Outreach Program Summary
Following are examples of the Community Outreach Program Summary report. The same
data is presented in three aggregations: 1) By Audience and Message, 2) By Audience, and 3)
By Message. Print time options allow control over the date range and Funding Agency.
By Audience
By Audience and Message
By Message

Materials Distributed
Materials Distributed Detail
Following is an example of the Materials Distributed Detail report. The report is a detailed
listing, by Materials Distributed date, of the data as entered into the system. Note that totals,
by month and Service Provider are calculated.
Materials Distributed Program Summary
Following is an example of the Materials Distributed Program Summary report. Print time
options allow control over the date range and Funding Agency.

Multi-Session Programs
Multi-Session Programs Summary
The Multi-Session Program Summary report summarizes client counts by Audience and
Message. Data is disaggregated by gender, and New or Existing Clients.
Items to note:
 Counts are summarized for programs that:
• Have their All Sessions Completed flag set to “Yes”.
• The final Sessions date falls within the From / To dates.
• Are funded by the selected Funding Agency.
 Program Clients, (i.e. Students), are counted if their attendance rate is at least 80%.
 A Client is counted as Existing, if they had an attendance rate of at least 80%, in a
completed program, with the same Message, within the past year. Otherwise they are
counted as New.

Multi-Session Programs – without Clients
The Multi-Session Programs – without Clients report provides a listing of Multi-Session
Programs. The report includes the “program header” information and Session date, time and
facilitator details. No information is included regarding the Clients registered in the Program.
(Client data is included in the report: Multi-Session Programs – with Clients).

Multi-Session Programs – with Clients
The Multi-Session Programs – with Clients report provides a listing of Multi-Session
Programs along with detailed Client attendance information at each Session. Following is an
example report:
Items to note:
 This report produces a Microsoft Excel file which may be modified and saved like
any Excel file.
 The report includes Program “header” information, along with full Client/Session
attendance details.
 Client attendance percentage information is included.
 Session Facilitator names are included as an Excel comment. Position the cross-hair
over these cells to see Session Facilitator details.

Sign In Register
Following is the Multi-Session Program Sign In Register. This report could be used as a sign
in register during Multi-Session Programs.
Note
Both Attendance Percent and
Parental Consent information
is provided.

Orphans and Vulnerable Children
OVC Program Summary (by Count)
Following is an example of the OVC Program Summary (by Count) report. Each OVC Client is listed, along with
a total count of the number of OVC services they received during the reporting period.
Items to note:
 This report produces a Microsoft Excel file which may be modified and saved like any Excel file.
 The Primary column is checked, when 3 or more types of services are provided within the selected
reporting period. If less than 3 types of services are provided, then the Supplemental column is checked.
 Since this is an Excel file, it may be manually modified to meet your specific needs.
 The total rows summarize both Total Visits, and Persons Visited.
Note
This number 4 indicates that
the OVC Client received 4
visits during the reporting
period that included Shelter
and Care services.

OVC Program Summary (by Time)
Following is an example of the OVC Program Summary (by Time) report. Each OVC Client is listed, along with a
total of amount of time they received for each service during the reporting period.
Note
This 2h:0m indicates that the
OVC client received 2 hours
of Food / Nutrition services
during the reporting period.

Items to note:
 Each OVC Client is listed, with a total of the amount of time they received in each Service area during the
reporting period.
 Note that for visits to be included above, the Visit End Time must be populated. Visit End time is part of
the Visit Profile. Only visits whose Visit End time is populated will be included in the above report.
 Note that if a Visit has multiple services provided, the time will be “double counted”. This occurs because
a Visit has a Start and End time associated with the entire Visit, not each service provided.
For example, in the following 45 minute Visit, both Nutritional Support and Shelter Care services were
provided. In this case 45 minutes will be added to both Nutritional Support and Shelter Care, when in fact
less time may have been given to each Service.

OVC Care Provider Summary (by Count)
Following is an example of the OVC Care Provider Summary (by Count) report. Each OVC Care Provider is listed
along with the OVC Clients they visited during the reporting period.
Note
This number 4 indicates that
the OVC Client received 4
visits during the reporting
period that included Food /
Nutrition services.

OVC Care Provider Summary (by Time)
Following is an example of the OVC Care Provider Summary (by Time) report. Each OVC Care Provider is listed
along with the OVC Clients they visited during the reporting period. Please see the report OVC Program Summary
(by Time) for a discussion of how to interpret the time values.

OVC Client Detail Report
The OVC Client Detail report provides full OVC Client data. The report consists of the
following sections:
• OVC Client Profile
• Care Providers
• Client Visits
• Summary of Services
The complete set of data entered into the OVC module is provided in the report, including the
full client, care provider, and visit narratives. When running the report, the following dialog
box displays.
Due to the potential size of the report each section is optional. Also note that the report can be
restricted by visit date range.

Following is a portion of the report. For a full listing, please run the report for an existing
OVC Client.
Items to note:
 Full narratives are provided as Excel comments. To observe the full narrative,
position the cross hair over cells with red triangles in the corner.
Client Profile data here.
Care Provider data here.
Visit data here.

Monitoring and Reporting – Monthly Summary
The Monitoring and Reporting – Monthly Summary report provides summary totals of the
month’s activities. Each prevention program area is detailed, along with total values for each
program indicator captured.
This auto generated report is submitted to GHARP once per month and eliminates the need to
manually produce the previously required NGO Monthly Report.
Items to note:
 Once produced, this report should be e-mailed to GHARP.
 The Funding Agency for this report must be GHARP.
 This report is run for only a single month.
 Note that if this report, for a given month, is submitted to GHARP and adjustments to
the data must occur, the report may be submitted again. The database update process
at GHARP will detect that the data has been previously submitted and will, at the
operator’s discretion, replace the old data with new data.
 Multi-Session Programs:
• A Multi-Session Program is included in the monthly report when the All Sessions
Completed value is Yes, and the date of the final Session falls within the month
being reported.
• A Client must have a minimum of 80% attendance at all Sessions to be considered
as having participated
• A Client is counted as Old if they participated in an identical Program, (i.e., a
Program with the same Message), within the past year. Otherwise they are counted
as New.

AADMINDMIN MMENUENU
The Administration menu supports the following functions:
Backup Database. A utility designed to both encourage regular backups and to make
backups easy to perform.
Code Table Maintenance. Three tables in the database allow for the entry of NGO
specific data. The tables are: Message, Audience, and Funding Agency. This utility
supports the entry of NGO specific entries in these code tables.
Update Database. Enhancements to the database will be e-mailed to you. The Update
Database button will apply the changes.
Trouble Report. A form used to report problems to support personnel.
User Maintenance. The security module that establishes usernames and passwords for
system logon. When establishing users, their access to each individual module is also
established.
Service Provider. Inactive at NGO sites. Available only at a central data gathering
office.
Date Printed: 1/29/2015 ADMIN MENU Page: 62 of 74

Backup Database
Regular backups of the database are critical and must be performed. Backup is not
optional. Failure to perform regular backups is irresponsible, and in the event of a hard
drive failure, could have a serious negative impact on your business, your job
performance review, and even your job.
Do not fail to perform regular backups.
Background. The MR-Detail database consists of two categories of files:
1. Your data. A single file holds all your NGO specific data that is entered into the
system. This single file is named: MonitoringReportingDetail_be.mdb. This file, if
lost, is irrecoverable and thus must be backed up. This is the only file that is backed
up during the backup procedure.
2. All other files. There are many other directories and files that comprise the MR-
Detail database. However, none contain your actual data. All of these files are
available through support personnel, and are easily recovered by performing a new
installation. There is no need to backup any of these files.
This MR-Detail database provides a built in mechanism to both automatically perform
backups, and to remind you when to perform backups.
Additional Notes. Please note the following:
1. Restoring a backup. No mechanism is supplied for restoring a backup. If your
system needs to be re-installed support personnel will need to assist in restoring a
backup copy of your data.
2. Enforced backups. Each time the system is launched, it will determine the last time a
backup was made. While you are encouraged to perform frequent backups, the
system will remind you to perform a backup every two weeks. Furthermore, if a
backup has not been made for over three weeks, you must perform a backup before
continuing.

Backup Procedure. Upon clicking Backup Database, the following dialog box displays.
To perform a backup:
1. Click Browse… to locate a directory to copy the MonitoringReportingDetail_be.mdb
file to.
It is best to create the backup copy on some physical drive other than where the
database is located. For example, if your database is located on your c: drive , please
locate a directory on another drive (for example, a network drive, or an external flash
memory stick).
The reason it is best to copy the file to a drive other than where the database is located
is because if the entire hard drive fails, both the original file and the backup could be
lost. If you attempt to backup to the same drive, the following message will display.
Note that the system encourages you to not use the same drive; however it will allow
such a backup.
2. Click Backup to actually perform the backup.
A copy of MonitoringReportingDetail_be.mdb is created. When naming the file, the
system automatically appends the date of the backup. This will allow multiple
backups to be placed in the same directory.

Code Table Maintenance
MR Detail supports multiple code tables which contain lists of information. For example, in
Community Outreach programs the system prompts for Audience (i.e. those who are the
intended recipients of a Community Outreach message). The list of possible Audience types
includes: CSW’s, MSM’s, Health Care Workers, etc. Code Table Maintenance allows the
user to create new Audience codes.
MR Detail currently supports three code tables: Audience, Funding Agency, and Message.
When using Code Table Maintenance, begin by selecting the code table when you wish to
modify.
For each table, Audience, Funding Agency, and Message there are several codes. Also, note
that the Audience and Message codes are further qualified as applying to Prevention, or
Training. The following shows some of the Audience codes for Prevention.

To add a new Audience code, begin by selecting the Audience code table. Then, to add a new
Prevention type for Audience, select Add Prevention Code.
Upon clicking Add Prevention Code, the following will appear:
Enter a new Prevention Code. Then, for those modules that prompt for an Audience type, the
newly entered code will be one of the options.

Update Database
Updates to the database, to provide feature enhancements or bug fixes, will be delivered
through e-mail. The e-mail will contain an attachment named: MRDetailUpdate.zip.
Updates will not affect the data that has been entered into the database. Updates will affect
the way the system operates, not the specific information that has been entered into each
program area.
To install the update:
1. Place the e-mail attachment, MRDetailUpdate.zip, on the hard drive. Make sure no
one is using the MR-Detail database, and that no other programs are running on
the computer.
2. From the Admin menu, click Update Database. The following will appear:
3. Click Browse… to locate the MRDetailUpdate.zip file.
4. Click Update. The system will automatically apply the changes, and a message
similar to the following will appear. Restart the database to bring in the changes.

Trouble Report
Support for this MR-Detail database is provided to you at no cost. Most support will be
performed remotely through e-mail. Please use the following form to report any issues.
When filing a Trouble Report, it is imperative all of the following sections be completed in
full detail. The Trouble Report must be filed through e-mail and will include two attachments
– this Trouble Report itself, and one database file from your computer (details below).
Generally speaking, remote support can be quite adequate if the Trouble Report is
completed and the e-mail includes both required attachments.
Instructions:
1. Complete all sections of the following Trouble Report.
2. Send an e-mail to: MRDetailSupport@gharp.org
3. Include the file named: MonitoringReportingDetail_be.mdb. To locate this file,
First
Right click the Start menu,
select Search…
Second
Search for the file named
MonitoringReportingDetail_be.mdb.
You may need to look in your local
c: drive, or a networked share drive.

1) Person filing the Trouble Report:
Name:
E-Mail address:
Phone number(s):
Best times to contact:
2) Database Module:
Please indicate which of the following module(s) this Trouble Report is being filed for:
Program Areas
 Community Outreach
 Materials Distributed
 Multi-Session Programs
 Orphans and Vulnerable Children
 Home Based Care
 Client Maintenance
Reports
 Primary Reports (please indicate specifically which report)
Admin
 Backup Database
 Code Table Maintenance
 Update Database
 User Maintenance
3) Problem description:
Please provide as much detail as possible regarding what occurred and the order in which
events occurred, for example:
 What function was being attempted when the error occurred?
 What precisely occurred that is incorrect or different than you expected?
 What functions were successfully performed just prior to the error?
 Was there anything unusual about the specific data?
 Have you ever performed this function successfully in the past?
 Any other information that may be helpful in analyzing the situation.

4) Screen snapshots:
Screen snapshots can be invaluable in resolving problems. A single screen snapshot
can provide more information than a lengthy problem description.
Include at least one screen snap shot that shows the error condition or unexpected
behavior. Also, please feel free to include additional screen snapshots that preceded the
error condition.
To take a screen snapshot:
1. Re-create the error condition on screen.
2. Click Shift-PrtSc (that is, hold down the Shift and PrtSc keys at the same time).
This will “copy” the screen into the copy / paste buffer.
3. Return to the Trouble Report and click Ctrl-V (i.e., paste).
5) Debug messages:
Occasionally, a message similar to the following may appear.
If such a message appears:
1. Take a screen snapshot of the above dialog box.
2. Click Debug.
3. The underlying software will display, and will look similar to the following.
Please include a screen snapshot.
Note
If this dialog box appears, provide
two additional screen snapshots.
1.Of this dialog box itself.
2.After clicking Debug.

User Maintenance
Upon launching MR-Detail, users must log onto the system with a Username and Password.
The Username controls both access to the system, and determines which modules the user
may activate (for example, you may wish to restrict access to OVC or HBC data which is
more sensitive than Materials Distributed data).
Upon activating the User Maintenance module, the following displays:
Items to note:
 For each user, enter a Surname and First Name. Middle Initial is optional.
 Username must be unique across all users in the system.
 Have each individual user enter their own Password. Usernames and Passwords are
not case sensitive. That is, the password “ABC” is identical to the password “abc”.
 The system modules are detailed here. Check those modules a user should be allowed
to activate.
 There is no support for removing a User; however as a practical matter you may
eliminate a user by un-checking all modules.
Note that individuals for whom the User Maint column is set are referred to as System
Administrators and only they will be able to activate the User Maint module. The System
Administrators also enter other Users into the system, and determine which modules each user
can access.

AADDITIONALDDITIONAL NNOTESOTES
The following provides miscellaneous notes that apply to the entire system.
Lost Passwords
Username and Passwords are established by System Administrators. System Administrators
are anyone who has permission to activate the User Maintenance module of the Admin tab
(see the User Maintenance section above).
When a user who is not a System Administrator loses their password, the System
Administrator can activate the User Maintenance module where the password can be re-
established.
When a System Administrator loses their password they will need assistance from support
personnel. First, contact support personnel who will e-mail you a file named
CreateSystemAdmin.zip, which must be placed on your hard drive.
Second, from the logon screen, click here.
Date Printed: 1/29/2015 MR DETAIL UPDATE Page: 72 of 74

The following will display:
Do the following:
1. Click the Browse… button and locate the CreateSystemAdmin.zip file.
2. Click Create Account
3. A temporary account will be created with a Username and Password of: TempAdmin.
4. Logon to the system with the temporary account.
5. Run the User Maint module from the Admin tab and re-establish your password.
Note that this process must be performed the same day the CreateSystemAdmin.zip file is e-
mailed to you. The CreateSystemAdmin.zip file “ages”, and will only work the same day the
file is e-mailed to you.

Built-in Help – Access 2003
The “?” located in the top right corner of most windows provides access to the built in
help feature. To use the built in help:
o Begin by clicking the “?” symbol. Note that the cursor changes to a “?”
symbol.
o Position the “?” in the area where help is desired and left click. Detailed help
for that particular area is provide
Built-in Help – Access 2007
In Access 2007, the built in help feature is accessed by first selecting a value, then
clicking F1. For example, first position the cursor in Audience, then click F1.
Note
This is an example of a
built in help message.

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