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Rapid Internal Performance Data Audit (RIPDA)

Health Information Systems Program - SA

health Department: Health REPUBLIC OF SOUTH AFRICA

Welcome to an introductory series on

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[Audio] Welcome my name is Sandy and I will be taking you through this introductory video on RIPDA. Each year the Auditor General ( AG) evaluates the Department of Health ( DoH) performance by comparing data as found in source documents with data in webDHIS at Provincial and National Levels. They require supporting documentation and completeness of reports and also accuracy of the figures collected.

Magnifying glass showing decling performance

Usefulness.

Compliance.

Presentation.

Reliability.

Auditor General: Evaluates the Department of Health ( DoH ) performance by comparing: With supporting documentation

D ata as found in source documents

W ith data in webDHIS at Provincial and National Levels

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[Audio] The AG also looks for… Usefulness, Presentation, Reliability and Compliance.

Magnifying glass showing decling performance

Usefulness.

Compliance.

Presentation.

Reliability.

Auditor General: Evaluates the Department of Health ( DoH ) performance by comparing: With supporting documentation AG Looks for…

D ata as found in source documents

W ith data in webDHIS at Provincial and National Levels

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[Audio] The purpose of the RIPDA is to allow the processes above to be audited more regularly by comparing the values re-counted in the source documents ( registers) vs webDHIS values. By doing so the facility will be better prepared for the AG auditing process.

Magnifying glass showing decling performance

Purpose of the RIPDA To allow facilities/ DoH to run their own audit To compare the values re-counted in the source documents (registers) with the webDHIS values.

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Magnifying glass showing decling performance

Usefulness.

Compliance.

Presentation.

Reliability.

Auditor General: Evaluates the Department of Health ( DoH ) performance by comparing: With supporting documentation Purpose of the RIPDA To allow to run their own audit comparing the values re-counted in the source documents (registers) vs webDHIS values.

D ata as found in source documents

W ith data in webDHIS at Provincial and National Levels

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Magnifying glass showing decling performance

Usefulness.

Compliance.

Presentation.

Reliability.

Auditor General: Evaluates the Department of Health ( DoH ) performance by comparing data as found in source documents with data in webDHIS at Provincial and National Levels They require supporting documentation and completeness of reports Purpose of the RIPDA To allow to run their own audit comparing the values re-counted in the source documents (registers) vs webDHIS values.

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[Audio] Laptop or computer with connectivity for capturing the audit at the facility and for drawing the facility report after the audit.. Where there is no network, the audit will have to be captured off site and the report shared with the facility as soon as possible.

Requirements for Conducting RIPDA Audits

Laptop with connectivity for capturing the audit and for drawing the facility report

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[Audio] Forms for capturing the source data – See example in Annexure 1 of the guideline. These must be generated from the RIPDA database. These can either be used electronically or printed as hard copies.

Requirements for Conducting RIPDA Audits

Forms for capturing the source data

Laptop with connectivity for capturing the audit and for drawing the facility report

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[Audio] Staff available to perform the audits. The general rule is that the larger the facility, the larger the team needed to conduct the audit within a reasonable time frame. An audit should not take more than 4 hours to complete. To accomplish this, team members are allocated different tasks to perform and the information is consolidated at the end of the audit. The suggested minimum audit team composition for external audits is as follows: Sub-district information manager Supervisor of clinic being visited or a programme manager Facility mentor from partner organisation Facility manager Facility information officer/ data capturer

Requirements for Conducting RIPDA Audits

Forms for capturing the source data

Laptop with connectivity for capturing the audit and for drawing the facility report

Staff available to perform the audits.

the larger the facility, the larger the team needed to conduct the audit within a reasonable time frame

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[Audio] Staff available to perform the audits. These teams can vary in size and composition according to the type of facility being audited. The general rule is that the larger the facility, the larger the team needed to conduct the audit within a reasonable time frame. An audit should not take more than 4 hours to complete. To accomplish this, team members are allocated different tasks to perform and the information is consolidated at the end of the audit. The suggested minimum audit team composition for external audits is as follows: Sub-district information manager Supervisor of clinic being visited or a programme manager Facility mentor from partner organisation Facility manager Facility information officer/ data capturer

Requirements for Conducting RIPDA Audits

the larger the facility, the larger the team needed to conduct the audit within a reasonable time frame

Staff available to perform the audits.

Forms for capturing the source data

Laptop with connectivity for capturing the audit and for drawing the facility report

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[Audio] Conducted monthly after capturing has been completed as part of the sign-off process. Quarterly data is audited for the most recently completed quarter at the same time that the monthly data is audited for the 3rd month of that quarter. Annual data is audited as soon as the data has been captured in the applicable database. For example, the PEC survey is done in the 2nd quarter of the financial year and the data should be captured in that same quarter – the audit of this data can be done in one of the months in the 3rd quarter as soon as you are sure that all the data has been captured. Includes an audit of the policies and procedures at the end of the 3rd month for that FY quarter. Facility Manager and her team responsible.

Types of Audits

abstract

INTERNAL AUDIT: Facility Manager and his/her team responsible Conducted monthly after capturing has been completed. Quarterly data is audited for the most recently completed quarter. Annual data is audited as soon as the data has been captured . P olicies and procedures are audited at the end of the 3 rd month for that FY

Warning: Do not conduct the audit before the data has been imported into the applicable database

Irritant outline

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[Audio] The audit must cover a complete quarter. The audit covers the audit of the monthly data for the 3 months of the quarter, an audit of the quarterly data and an audit of the policies and procedures which is captured once for the quarter. Should the external auditors wish to audit annual data, the timing of the audit would need to coincide with a month when the data is available in the applicable database

Types of Audits

abstract

EXTERNAL AUDIT Conducted by outside facility teams on an ad hoc basis The audit should cover: T he monthly data for the 3 months of the quarter, A n audit of the quarterly data An audit of the policies and procedures which is captured once for the quarter

Warning: Do not conduct the audit before the data has been imported into the applicable database

Irritant outline

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abstract

NB: When the data for the 3 rd month of the quarter is audited, it must include an audit of the quarterly data. T his requires that the data from Tier.Net and EDR.Web is imported timeously into the applicable database. Draw the report for the applicable cohort from Tier.Net and EDR.Web on the same day that the import is done. This will be used to capture as the source data.???

The date for the audit must be after all the data for the previous month has been captured and before the data is signed off so that any errors that are identified in the audit can be corrected Inform the service points to make their registers available for the relevant month. Assign staff to assist with checking the registers

Preparation for Facility INTERNAL Audit

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abstract

NB: When the data for the 3 rd month of the quarter is audited, it must include an audit of the quarterly data. T his requires that the data from Tier.Net and EDR.Web is imported timeously into the applicable database. Draw the report for the applicable cohort from Tier.Net and EDR.Web on the same day that the import is done. This will be used as the source data.

The date for the audit must be after all the data for the previous month has been captured and before the data is signed off so that any errors that are identified in the audit can be corrected Inform the service points to make their registers for the relevant month available. Assign staff to assist with checking the registers

Preparation for Facility INTERNAL Audit

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NB: If quarterly data is going to be audited, instruct the facility to draw the report for Tier.Net and/or EDR.Web

HISP can provide additional off-site support if expertise is lacking. Notify the facility of the audit Inform them of the date of the audit. Supply them with the list of data elements that is selected from the database for the audit. Inform them of the financial quarters that will be audited. Instruct them to have the appropriate registers available

Preparation for Facility EXTERNAL Audit

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[Audio] Now try some quiz questions

NB: If quarterly data is going to be audited, instruct the facility to draw the report for Tier.Net and/or EDR.Web

HISP can provide additional off-site support if expertise is lacking. Notify the facility of the audit Inform them of the date of the audit. Supply them with the list of data elements that is selected from the database for the audit. Inform them of the financial quarters that will be audited. Instruct them to have the appropriate registers available

Preparation for Facility EXTERNAL Audit

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Quiz Questions

What is the purpose of the RIPDA To run an internal audit To compare data on your registers with data in the webDHIS Only point a All of the above

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Quiz Questions

What is the purpose of the RIPDA d) All of the above

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Quiz Questions

How often should an internal audit happen? Every quarter Every month Annually

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Quiz Questions

How often should an internal audit happen? b) Every month

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[Audio] [ Effects: Music plays then fades with slide] No commentary

Acknowledgements

This video was developed and standardised by HISP with funding support from CDC It is acknowledged and used by NDoH as part of the training material for the RIPDA.

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