e-mamta user manual

E-MAMTA USER MANUAL

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E-MAMTA USER MANUAL

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Disclaimer:

Needless to say the responsibility of any error is ours. We welcome suggestions, or

queries for further clarity. We request all readers who notice discrepancies and errors or

mismatches between what they read and observe, to bring the same to our notice.

Please write back at: [email protected]

Department of Health and Family Welfare, Government of Gujarat

Technical support by NIC, Gujarat.

Date of Publishing: June 2010.

Copy Right: Department of Health and Family Welfare, Government of Gujarat

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E-MAMTA USER MANUAL


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All the efforts of Health department of Gujarat are driven towards

improving health of the people of Gujarat by amassing partnership. This

year some new initiatives like initiation of Village Clinics, E-Mamta and

universal check-up of school going children have been taken up by my

Department to improve the health of mother and children in the State.

Access to accurate and reliable information on the health of mother and child is

essential in order to provide appropriate services. The collection of this information is

important not only at the health facility level, but also at the community level, given

that many illnesses never reach the health facility and go unreported.

Gujarat is the first State to put in place a system whereby the HMIS reports will

be generated through aggregation of services and name based tracking of mother and

child health services. This is also the only application of its kind which would track the

migratory population, thereby allowing us to effectively cover the drop-outs. Team

Gujarat looks forward to its replication by the fellow States.

Jay Narayan Vyas Minister of Health and Family Welfare, Gujarat

.

The E-mamta software has been implemented by the Department of

Health and Family Welfare in collaboration with NIC to capture health

data from the grassroots level.

The district, region and State teams have been trained to collect relevant

information within their villages and enter this information at the Primary

Health Centre/sub-center level. This information is used by the district health

authorities to direct their resources and services to where they are most needed.

Simultaneously, Female Health Workers are able to generate their work plans and work

in a more focused manner.

Parbat bhai Patel

Minister of State for Health,


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Gujarat

An effective health management information system (HMIS) is an

important instrument to plan and monitor health interventions and

facilitate overall surveillance of the health condition of a population.

Despite the availability of abundance of information, in health sector there

is a need to build capacity to find, communicate or use the information

effectively. The data are presented as complex spreadsheets or numerical tables that are

not easily understood. Effective coordination to fill the gaps in data collection is the

need of the hour. This would lead to optimal use of data for planning and monitoring.

E-Mamta connects all the decision centers in the organization to improve the

management of health programs and services. Each Family in the State is being given a

Health Id. All pregnant mother/child will also be given a Unique ID with which the

services provided to them can be tracked. Subsequently, this will result in enhancing

the capacity of health department.

Rajesh Kishore IASPrincipal Secretary

(Medical Services and Medical Education),

Gujarat

E- Mamta is a step towards realizing the vision of Swarnim Gujarat and the Millennium development goals of reducing IMR & MMR in the State. I congratulate the State Rural Health Mission of Gujarat and NIC for developing this customized application to track the services provided to every Mother and Child and thereby improve the health service delivery.

Now, health indicators for each and every village can be obtained through aggregation of data and information can be generated at the district, block, and village level. This makes the generation and maintenance of reports easy at the field level and eliminates data duplication caused by multiple data reporting. The deliverance of various Reproductive and Child Health services like ANC, delivery, PNC, Immunization, family Planning and Adolescent Friendly Health Services will definitely improve through this program.

Smt. V.L Joshi IAS

Principal Secretary (Public Health)


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Commissioner (Health), Gujarat.

ABBREVIATIONS

ANC: Ante natal care

ASHA: Accredited Social Health Activist

BPL: Below Poverty Line

CY: Cheeranjeevi Yojana

ECP: Emergency Contraceptive Pills

EDD: Expected Date of Delivery

FHS: Family Health Survey

FHW: Female Health Worker

HMIS: Health Management Information System

ID: Identification Number

IFA: Iron Folic Acid

IUD: Intra Uterine Devices

JSY: Janani Suraksha Yojana

LMP: Last Menstrual Period

MO: Medical Officer

PHC: Primary Health Centre

PNC: Post Natal Care

RTI: Reproductive Tract Infections

STI: Sexually Transmitted Infections


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FOREWORD

E-Mamta is a management tool to reduce IMR/MMR/ TFR and track the health

service delivery at the individual level. Here, we also look at the integration of various

health information systems, decentralization of information, flexibility and cost

effectiveness and compilation of health data through aggregation of services to the

individual beneficiaries.

E-Mamta would initiate evidence based planning, tracking of beneficiary-wise

information on reproductive and child health services, adolescent health services. This

would help us in knowing the left outs in essential programs like immunization,

anemia, malnutrition etc so that we can reach them. The monthly work plans would

enable the service providers at the grassroots level to identify the span of their work

and reach the people who do not voluntarily opt for services. Through SMS messages

to beneficiaries we would try to reach directly to the beneficiary to remind them of the

services due to them.

The monitoring reports of the State level would also be generated using this

framework that would help improve the quality and utilization of information

generated in the health system. We have built in value add citizen service features like

Individual Immunization Record, Child Growth Chart, Weight/Hb Chart for the

Pregnancy etc.

To facilitate the replication of the E-Mamta in other States we have prepared this

user manual to get oriented with different functionalities and modules included in the

software. This manual is easy to use and includes illustrated description of various

functionalities and modules included in the software. Our Help desk and other

Resource persons will always be available to provide further guidance.

Like all other software’s, E-Mamta is under a process of constant evolution and

new modules and functionalities are being added on. New versions of the manual will

thus be made available to the users at periodic interval.

Anju Sharma IAS MissionDirector,

State Rural Health Mission, Gujarat


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ACKNOWLEDGMENTS

The current version of E

express our sincere thanks to the Hon’ble Minister of Health, Gujarat and Hon’ble Minister of

State for Health, Gujarat, for their

also indebted to the Principle Secretary (Medical Education & Medical services), Principle

Secretary (Health) and Commissioner Health for their unflinching support and guidance.

I would also thank the Ministry of Health and Family Welfare, Government of India,

especially, MD, National Rural Health Mission, GOI and all our partners for financial support

and guidance to develop and implement the program

The E – Mamta application has been conceptualiz

Gujarat. She has provided her constant support and guidance in developing the program and

has also been instrumental in including some unique features in the application, especially,

Birth charts, Immunization Card, Weight c

Growth chart, HMIS Integration etc.

The smooth roll out of the application was possible due to the consistent endeavor of

our State Health team including all the Additional Directors

Medical Services, Family Welfare, Joint Director MCH, Deputy Director Rural Health. We are

especially thankful to Dr. B.K. Patel Additional Director, Family Welfare and Dr. N. Dholakia,

Deputy Director MCH for their constant support in developing

grass root level and thus making the application a success. The enthusiastic participation of all

Program officers, RDDs, CDHO, CDMO, RCHO, ADHO, Urban Health Officer, DPMU, Project

officers, SPMU, DPC, CPC, PHN, District M&

ASHAs has led to the successful implementation of the E

period, in the State.

The development and operationalization of the application has been made possible with

the technical support by the National Informatics Centre, Gujarat, under Shri Rajneesh Mahajan,

State Informatics Officer. I would also be failing in my duties if I do not mention the

contribution of Shri Anand Shah, Principle Systems Analyst and his team of Programmers as

well all the data entry operators in various health facilities of the State. I am also thankful to my

staff of Vital Statistics and demographic & Evaluation branch for their timely support and

action taken during the training of E

ACKNOWLEDGMENTS

The current version of E-Mamta has been developed through an enduring process. We


State for Health, Gujarat, for their undoubting support and guidance in this initiative. We are



the Ministry of Health and Family Welfare, Government of India,


and guidance to develop and implement the program

Mamta application has been conceptualized by the Mission Director NRHM



Birth charts, Immunization Card, Weight card, Work Plan for Malnutrition, Stock inventory,

Growth chart, HMIS Integration etc.


our State Health team including all the Additional Directors - Health, Medical Educ



Deputy Director MCH for their constant support in developing the modules and training at the



officers, SPMU, DPC, CPC, PHN, District M&E, BHO, MOs, Block M&E, Block HV, ANM,

ASHAs has led to the successful implementation of the E-Mamta program in a very short


by the National Informatics Centre, Gujarat, under Shri Rajneesh Mahajan,



l all the data entry operators in various health facilities of the State. I am also thankful to my


action taken during the training of E-mamta.

Shri K. K Panchal

Additional Director(VS) & Nodal Officer (e

Mamta has been developed through an enduring process. We


undoubting support and guidance in this initiative. We are



the Ministry of Health and Family Welfare, Government of India,


ed by the Mission Director NRHM



ard, Work Plan for Malnutrition, Stock inventory,


Health, Medical Education,



the modules and training at the



E, BHO, MOs, Block M&E, Block HV, ANM,

Mamta program in a very short


by the National Informatics Centre, Gujarat, under Shri Rajneesh Mahajan,



l all the data entry operators in various health facilities of the State. I am also thankful to my


Shri K. K Panchal

Additional Director(VS) & Nodal Officer (e-mamta)


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Table of Contents

ABOUT E- MAMTA………………………………………………….…..…..11

MODULE 1: GETTING STARTED……………………………………..............14

MODULE 2: DATA ENTRY ………………. …………………….……………16

MODULE 3: DATA VERIFICATION……. …………………….…………….19

MODULE 4: GENERATING WORKPLANS ………………………….….….21

MODULE 5: GENERATING REPORTS………………………………………42

MODULE 6: VALUE ADDED SERVICES ……………………….…………..48

FEATURES OF E-MAMTA…………………………………………….54

MONITORING AND TRAINING …………………………………… 55

PLANS AHEAD……………………………………………………...….56


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ABOUT E-MAMTA

E-Mamta Name Based Information Tracking system

Tracking of Pregnant mothers and children has been recognized as a priority area for providing effective Healthcare services to this group. As a major initiative in this regard, the Health and Family Welfare Department, Government of Gujarat, has introduced a Mother & child name based tracking Information management system “E-Mamta” in collaboration with NIC, Gujarat.

E-Mamta is a generic system which aims to provide information of different health services received at the individual level, by monitoring all the encounters that an individual undergoes in his/her health program. This system aims to help the service provider (health worker or doctor) by categorizing various health services the individual person has to get (with due date) and missed services. It also provides for effective monitoring of different health services drilling down to the individual patient information.

The development of the E-Mamta has been ongoing since January 2010.

A. Situation analysis

This has included the study of primary registers and ANC/Immunization cards to understand what are the “essential data set” which must be included in each of the forms.

B. System objectives

The system has two broad set of objectives:

1. To provide the effective monitoring of different services at the individual level, where reports could be sorted on the following criteria- by individual patients; by village; by period; by service providers.

2. To aggregate the individual patient based data and import it into the facility based HMIS so as to avoid double registering of data and thus improve the quality of data.

C. System logic

The system will allow registering: Person Object, Person Attribute Object, Person Attribute

Value Object, and Person Identifier Object (This object stores all the unique health

identifier of individual. A person can have single or multiple identifiers such as

passport number, PAN number, Driving license, UID, etc.), Identifier Type Object,

Program Object (this object contain information about various health program), Program

Stage Object, Program Instance Object(This object stores the relationship between person

object and program object.), Program Stage Instance Object(This object stores various

program stages, its due date and its execution date for particular person object.), Person

data value Object, Organization Unit Object(Organization units are organized in a


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hierarchy with a parent and a set of children. Each organization unit is identified by a

name and possibly an organization unit code.), Data element Object (Data element refers

to that which one can register data for).

E-Mamta, is an information management system that works towards case based

tracking of all pregnant mothers and children up to 19 years of age. All girls & women

(14-49 years) and all children (0-6 years) will be tracked in this program. The tool

enables better service delivery by:

i. Identifying the accurate requirement and utilisation of services in specific categories

ii. Identifying gaps in service delivery

iii. Communicating directly with the beneficiaries/service providers through system generated SMS alerts

iv. Assisting the program managers in planning the programs and policy formation through better monitoring and evaluation.

v. Better financial and physical monitoring of programs and motivation of Human resource.

The system works in four phases:

1. Family Health Survey: The mammoth first step in this regard, being Family

Health Survey in rural & urban areas (slum and slum like) has been successfully

accomplished by the health workers. Individual records of around 75.5 lakh

families comprising 38.3 million beneficiaries, covering almost 75% of population

of Gujarat have already been entered in the Information system ‘E-Mamta’ till

date. The benefits of the unique family healthcare ID provided is to capture the

migration details and prevent loss of cases due to migration. The family survey

data is being validated through physical verification by ASHA/FHW/ MOs and

other senior officials in order to ensure accuracy and reliability of the data.

2. Registration of pregnant mothers and children: All mothers who are pregnant

and children of age up to 6 years are being registered and provided a unique

mother/child health ID.

3. Tracking of healthcare services through monthly work plans: The services provided to

the pregnant mothers including ANC, delivery, PNC and immunization are captured in

this program.

Thus E-Mamta facilitates service delivery through:


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Elaborate work plans prepared at Sub centres and given to ASHA/FHW to provide services falling due to the beneficiaries

The details of services provided to the mothers and children for ANC, immunization, PNC, nutrition are recorded in E-Mamta at the PHC/village level which facilitates to identify the gaps in the continuum of care

SMS alerts will be sent to the beneficiaries/health workers for the services that fall due.

Monitoring the incentives paid to various health workers

In accordance with the Family based approach, the information could be integrated with data from School Health, ICDS, Education and thus help in giving a holistic picture on individuals regarding health, education and nutrition

The HMIS report like form no. 6,7,8,9 and register no. 2,3,4 and 5 would be generated through E – Mamta by aggregation of various services.

Monitoring and Evaluation is possible through the software in least time by generating

the following reports:

1. Child Immunization Record, Child Growth Chart (male), Child Growth Chart

(female) is made available for every child and can be obtained through E-Sewa

Kendra.

2. Monthly reporting format (Form no. 6,7,8,&9) will be prepared by aggregation of

services given to the individual beneficiary to trace the services back to the

beneficiaries.

3. Mother search available on eight parameters including Ration card number,

RSBY card number, BPL card number, mobile number, Family ID, Health ID,

Name and Village.


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MODULE 1: GETTING STARTED

Tracking of Pregnant mothers and children has been recognized as a priority area for

providing effective healthcare services to this group. As a major initiative in this regard,

the Mother and Child Tracking system (MCH) is name based pregnant mother and

child tracking system. It is a management tool to reduce MMR/IMR/TFR and track the

health service delivery at the individual level.

MCH is a generic system which aims to provide information of different health services

received at the individual level, by monitoring all the encounters that an individual

undergoes in his/her health program. This system aims to help the service provider

(health worker or Doctor) by categorizing various health services the individual person

has to get (with due date) and missed services. It also provides for effective monitoring

of different health services drilling down to the individual patient information. The

application is designed and developed by NIC, Gujarat.

The URL for MCH Tracking system is …..

http://e-mamta.guj.nic.in

The Main screen of application is as follows….


http://e-mamta.guj.nic.in/

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By clicking on “Login” you can get the login screen…..

Note : The user ID and password will be provided to each state respectively.

Enter your

user id and

password.

MAIN MENU


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MODULE2: DATA ENTRY

The data entry module includes the data entry of family health survey, mother registration,

child registration, adolescent friendly services registration, HIV/AIDS service registration etc.

The family health survey data entry module includes location details, identification details,

health provider details, ANC details, pregnancy outcome details, PNC details for pregnant

mother, child, adolescent, family planning etc.

SELECT

District,Te

hsil,PHC,S

UB SC,

Village as

per the

MASTERS

you have

entered


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Data Entry

Menus

Family Health survey Entry

System Generated

Unique Family ID


E-MAMTA USER MANUAL


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MODULE 3: DATA VERIFICATION

List of Families already

entered in the system


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MODULE 4: GENERATING WORKPLANS

This unique feature of the application gives a comprehensive view of services to be

given to different group of beneficiaries. The work plans can be generated at the PHCs

level/E-Gram Kendras in village and a hard copy of the same is distributed by the

Medical Officer to the field level workers (FHWs, ASHA & Additional FHWs) for field

contact and Mamta Day(Village Health and Nutrition Day) services that are due to

various groups of beneficiaries to ensure that none of these are missed out. The District

and State level administration can also keep an eye on the services being provided to

the beneficiary.

Currently, Work plans for New Registration, ANC, Delivery, PNC Mother, Neo natal,

Child service, Child immunization, Family planning can be generated through the work

plan module available in E-Mamta. Work plans can be generated by the MO PHC on

weekly or Monthly as per the requirement of the PHC.

All the services due in the workplan must be provided to ensure complete coverage.

The following are the screen shots and brief details of the work plans which can be

generated after entering the required information

The family health survey of the village is to be conducted and the data entry of all the

families surveyed must be entered. The new registration plan includes the Health ID,

name of the pregnant woman, caste, age, BPL status, eligibility for JSY and

CY,provision of home delivery kit, number of living children, adoption of FP methods

earlier,date of ANC Registration, date of LMP, number of pregnancies and Contact

After verifying

data Click here

for verification

Work Plan for Registration for Pregnant Mother

WoWorkOwrkrk Plan for ANC

Service


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number. This workplan covers comprehensive information required for providing a

range of ANC services to a newly registered pregnant lady.

The work plan for ANC includes Family number and Health ID, name of the pregnant

women, date of LMP, measurement of weight, HB and BP, details about consumption

of IFA tabs and Iodized salt, administration of TT 1, 2 and booster, status of RTI/STI,

benefits of JSY, danger signs, referral, abortion and maternal death with status of verbal

autopsy. ANC workplans cover all the services required for standard protocol. The

Health visitor and MO PHC can monitor the services due to ANC mother.


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Planning of delivery is again a very vital component for averting the unwanted

maternal deaths. The work plan for delivery covers all the crucial elements required for

the safe delivery. The workplan incorporates the family number and health ID, name of

the lady, Compensation for managing vehicle, use of 108 services, place of delivery,

person who conducted the delivery, type of delivery, referral, date of discharge,

provision of mamta kit and information about maternal death.

WorWOrk Plan for Delivery

Detailsk Plan for Delivery


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The work plan for neonates (PNC Child) covers all the crucial information of postnatal

period i.e. Family number, Health ID number of the neonate, Name and sex, date of

birth with status of CRS registration, breast feeding within 1 hour of birth, weight, live

birth or still birth status, PNC visits 3rd,7th and 14th,danger signs, referral and its place.

Work Plan for PNC Mother

Workplan for PNC child


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The above information related with the neonate in the PNC period will ensure

completeness of services in the post natal period for newborn.

The workplan for child services entails the Family number, Health ID number of

neonate, name of the child,age,weight, blood group,administration of small IFA, details

of childhood disease, details and status of death audit (in case of death).

The incomplete coverage of immunization services had been a huge problem since long

due to the absence of an efficient tracking system. The work plan for immunization


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services will provide due date of all the vaccines to be given to the child and status of its

administration on a particular date. The work plan will immensely help in tracking the

left out and drop outs for immunization services. This work plan will be generated

according to the given date of birth of the infant.

The family planning workplan will be generated for all eligible(15-49years) married

couples using no permanent method of sterilisation. It provides the information on

complete range of family planning methods adopted by the benefeciary which includes

Sterlization,IUDs,condoms,oral pills and ECP. It also provides details of any

complication, referral and death due to family planning services. Workplan will act as a

guide for the health worker to assess family planning need and is expected to boost the

couple protection rate among the eligible couples. It will also help in counseling at the

time of ANC.

Work Plan for

Adolescent


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The work plan for adolescents will provide information of Hb testing, weight

measurement, RTI/STI and administration of IFA tablets. The above work plan will

help in providing a complete range of services required for adolescents. Workplans for

other health services like anemia, malnutrition, growth monitoring, HIV/AIDS etc are

under the process of development and will be available in new releases.

Work plan for malnutrition


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Select the Mother from

the list or click on

Mother search option


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System will

generate a

unique number

for tracking

pregnancy of

that mother

during her life


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TT2 Vaccine detail


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ANC


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ANC Mother Detail

ANC


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Incentive detail


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Delivery/MTP Reg.

Delivery/MTP Reg.


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Delivery

Delivery


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PNC Visit

PNC Visit (Mother)


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PNC Visit(Child)Delivery History


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Child Registration and Vaccination

Child Growth Monitoring


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Vaccination Detail


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Vaccination Detail


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MODULE 5: GENERATING REPORTS

The report module generates report for various type of data entered in the software.

The major reports which can be generated from this module are as under:

Family Health Survey Data Entry Status

Family Health Survey Register 2

Mother Care Register No.4

Child Care Register No.5

Registration of Pregnant Women

Registration for Child Services

Pregnant Mother Summary

Child Summary (0-1 yrs & 1-6 yrs.) etc.

Registration of Adolescent


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Brief overviews of the various reports are as under generating reports

The above report provides the status of data entry of Family Health Survey done. This

report provides a brief summary of FHS data which include total number of families,

total number of family members, live members, number of males and females, women


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in the reproductive age group (15-49) and children (0-5 yrs.). These are very basic

information of each family of the state based on which various health services for

different beneficiaries can be planned and tracked later on. FHS status can be tracked

up to the village level.

Family Health Survey Form


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Family Health Search Module

Mother Services


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Statistical data of Pregnant mothers registered in particular village

Report on Pregnant Women Registered


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MODULE 6: VALUE ADDED SERVICES

This component of the software has various features like dash board indicators, notice board

search options, family search etc. It also generates child immunization card, growth chart male,

growth chart female, pregnant women Hb/weight chart. A record of children registered and

those fully immunized can also be obtained. The most striking feature of this module is that the

number of Maternal and Infant deaths occurred in the State can also be speckled on the screen.

The chart for weight and haemoglobin status of the mother can be obtained by entering

the mother register number in Mother Hb/Weight module. The haemoglobin chart

provides the level of haemoglobin in “mg” in comparison to the period of pregnancy.

The comparative view of the month of pregnancy, Hb. level, weight and IFA given can

also be seen in tabular form.

The Growth chart of all the children (0-5years) whose details are entered in the software

can be generated through the growth chart option available in report module. The chart

can be generated both for male and female child. Based on the data entry, the chart will

immediately show whether the child is normal, moderately malnourished or severely

malnourished.


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Page 2 of Child

Immunization report

shows complete

immunization detail

of that particular

child.


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Selection of Beneficiaries

Facility to send SMS in

regional language


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List of beneficiaries particular

month


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NOTICE BOARD


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FEATURES OF E-MAMTA

DASHBOARD

Dash Board for viewing

Health status of the state

on single screen


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MONITORING AND TRAINING

Training of all CHC Superintendent, CDMO,

Urban Health Officers has been conducted at State

level. Six Regional level Training have been

completed. All the members of the District Health

Team (RCHO/ADHO/DPC/PHN/BHO/District

M and E) have been trained at regional level.

Subsequently, at

district level

CDHOs have

imparted

trainings to the district, block health Teams

(BHO/MO/PHN/DPC/Dist. M and E/ Block

HV/HV). All the PHC and SC level functionaries have

also been trained. For monitoring the quality of

training, State level officers were also present. With the

help of SATCOM facility available in the State, district,

block and all the medical and paramedical staff have been reviewed and provided

implementation instructions. All the queries were discussed and solved one to one in

the Stacom Programme organized every month.

National Rural Health Mission, Review and Thematic Workshop, Bhopal, 2-4 July

2010.


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PLANS AHEAD

Integration with mobile based technology.

Convergence with all National level programs.

Full convergence with ICDS, Primary education, school health.

Supply chain management of vaccines and drugs.

Generation of complete health records.

Access to private service providers.

Integration with E-Sewa and E-Gram at village level.


e-mamta user manual

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