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KPMIS Input Format Guideline

(HIV Interventions for Key Population) National Department of Health Papua New Guinea

Nov-2017 (Draft v1.0)

KPMIS Input Format Guideline Page 1

Key Population Management Information Systems

KPMIS tool: Input Form

Frequency: Data entry and upload into central server is required on a monthly basis. Report

submission to NDoH twice in a year (for Jan-Jun duration – report submission by Jul) and (for Jul-Dec-

report submission by Jan)

Where will the tool be implemented: The KPMIS tool should be maintained at the project level

(Project is defined as the key population intervention carried out by an NGO/CBO/FBO). The

information should be collected both from the health facilities and the outreach. The collection of data

uses HIV patient data base (HBDP) for the clinical component and outreach tools which are tailored to

individual projects like the peer or outreach workers diary.

Who will use the tool: Formats are to be filled by M&E officer of the project with support from

clinician for the clinical components. (In case the clinic has more than one outreach projects then the

clinic component can be reported by the major outreach project in that area.) Close co-ordination of

the outreach to the clinics is the key to successfully filling this tool. This tool also as an outlier

encourages clinic and outreach co-ordination which is essential for successful intervention among key

population and the marginalized to include sex workers, MSM and transgender.

What is the use of this tool?

To understand the basic profile of KP interventions. This includes recording of the denominator

(size estimates: where available using capture-recapture/ Delphi methods/time location cluster

sampling (or when not available using assumptions) and also counting points of intervention on

an individual basis. The underlying theme of counting individuals stems from the fact that each

Instructions:

1. This guideline is useful for staff of Key Population implementing sites those who are responsible for data

collection, compilation and report submission of key population information to the National Department of

Health.

2. It is advised to go through the key definitions before filling up the KPMIS data.


key population reached by the project was counted for each service. This can happen only if the

intervention has a unique ID ( generated at the field (outreach) or Clinic level)

To know the socio / demographic details of the Key Population, outreach, clinic visits, HIV

testing, HIV positive and on ARV status, location, type of work involved, sexual preference and

vulnerability status.

KP service tracking and use for evidence based planning like the peer microplans for outreach

so that no key population in that particular site is left for basic services.

To understand risk and vulnerability of key population.

Guidelines for filling the form

The information required in KPMIS tool to be compiled from several key forms.

The registers and log books maintained at ART clinic are: HIV Admission form, HIV Daily Log, HIV

follow up form, HTC Daily Logbook, HTC patient form, STI Daily Log, STI Clinic Patient Record-

Form Surv3 and STI review form.

The forms and log books maintained at outreach are different. Few SRs developed their M&E

form based on Tingim Laip model. Major forms include in Tingim Laip are: Peer UIC registration

form (form A), UIC activity form (form B), Condom distributor form (form C) and Referral card,

Location data (excel based), Activity data (excel based)).

And some SRs used their own customized formats both in hard copies and excel based database

(master report, Annual_Bi-annual_Quaterly & Monthly report of Peer Educator (PE) Activities

and monthly reached etc) to capture the outreach related information.

The information in KPMIS tool will be maintained by the M&E officer (In absence, the Project

coordinator/clinician will take the responsibility of filling it up) and submission to National

Department of Health.

The ORW is responsible for collecting the requisite information from the field with support

from Counselor.

For the outreach section to be filled in by the M&E officer with the support from

ORW/Counsellor. Though, it is a onetime information gathering process and need to be

updated as some information are sensitive in nature and could not be collected in the first time.

The ORW/Counsellor before filling up the format has to confirm that the KP has not been

registered in any other HIV intervention in the same area.

The KPMIS input form contains 19 sets of information.

All registration fields should be filled to maintain the completeness of the information.

The form is to be stored at the health facilities/site level for reference and updates.


Key Indicators Definition and format filling details: The definition of Key Indicators is given below:

Sno Indicator Definition Source/remarks of

information

Basic Information

1 Intervention partner Name of the Implementing agency like:

FHI360 and Hope world wide etc.

2 Province Enter the name of province

3 Project Name Enter the name of KP site

4 Type of Intervention Select the type of intervention from drop

down list. (Outreach or clinic)

5 Typology Select the typology from drop down list

(FSW, MSM, TG or Composite)

If the KP site is serving more

than one typologies than

select composite. For

example: FSW or MSM or

FSW, MSM and TG

6 Start date Enter start date of project site in

DD/MM/YYYY.

7 End date Enter end date of project site in

DD/MM/YYYY format.

8 Date of reporting Enter the date of report submission in

DD/MM/YYYY.

I Program Infrastructure and Baseline Information- PART A (Annual)

Reporting year Select the reporting year (YYYY) from the

drop down list.

1 Size estimation of Key Population

1.1 Total FSW Enter total number of FSW target set for this

site.

Surveillance & research data: Normally the

size estimates are done before the start of

an intervention. This data will be prefilled in

places where formal size estimates are done

like for example using the IBBS for Port

Moreseby, Lae and Mount Hagen. Some

places can also fill this as per assumptions

made and guided by NDoH. In case no size

estimates are done these cells maybe left

blank.

Source of FSW size

estimation exercise:

1) Size estimation method

used;

2) Corresponding date

(month and year) of the

exercise; and

3) Name of the agency which

conducted the exercise

1.1.1 Remarks Type brief remarks on how FSW target was


estimated. (optional)

1.2 Total MSM Enter total number of MSM target set for

this site.

Surveillance & research data -as above 1.1

Source of information (as

above 1.1)

1.2.1 Remarks Type brief remarks on how MSM target was


1.3 Total TG Enter total number of TG target set for this

site.

Surveillance & research data -as above 1.1

Source of information (as

above 1.1)

1.3.1 Remarks Type brief remarks on how TG target was


2 Number of locations covered under the selected project

2.1 # of Districts or electorates Enter total number of districts where service

provided

Will provide a master list of

sites along with districts and

LLGs where key population

interventions are being

implemented to NDoH.

Intervention partner to provide

(M&E Officer/Project

Coordinator)

2.2 # of LLGs Enter total number of LLGs where service

provided

Same as above

2.3 # of intervention sites Total number of hot spots and condom

outlets

Same as above

3 Number of project sites disaggregated by type

3.1 Project offices Enter the total number of project offices located

within the project coverage area.

This information is important

for listing the assets in case

they are to be handed to

another NGO or for any exit

strategies where the NDoH is

asked to take over the

interventions, which are mainly

funded by external funders at

the moment.

3.2 Drop-in-centers/safe spaces Enter the number of Drop in Centers (DIC)

functional for this KP site:

(DIC means any space provided for KPs for

recreation, hygiene or meeting purposes,

including win haus, located within the project

Same as above


coverage area)

3.3 Clinics – total Enter the total number clinics used for referrals

for STI, HCT, PPTCT, ART, SRH

(This column is sum of # 3.4+3.5+3.6)- Auto

calculated

Same as above

3.4 Static Enter total number of static clinic.

3.5 Outreach Enter total number of outreach clinic

3.6 Mobile clinic vans Enter total number of mobile clinic vans used in

project sites to provide health services

3.7 Non-clinical referral sites Enter total number of all non-clinical referral

sites including police, GBV services and legal

services.

4 Total number of intervention related project staff

4.1 Project Manager Enter the number of project manager/ project

coordinators

This information is important

for listing the assets in case

they are to be handed to

another NGO or for any exit

strategies where the NDoH is

asked to take over the

interventions, which are mainly

funded by external funders at

the moment.

4.2 M&E officers Enter total number of Monitoring and Evaluation

officers.

4.3 Project Officers Enter number of project officers

4.4 JPO and field officers Enter number of JPO and field officers working

for this site

4.5 Support Staff Enter total number of logistic staff, admin and

finance staff, security, maintenance and drivers

etc.

4.6 Clinical staff This column is applicable for partner-funded

clinics only. (Not applicable to partners


implementing outreach programs only).

Enter total number of doctors, nurses, health

extension officers, CHWs, counsellors, lab

technicians and receptionist working under this

KP site.

5 Number of condom distribution points reporting any condom stock outs (for free condom distribution) within the last

year

5.1 # of condom distribution points Count all condom distribution points at clinics,

hot spots and other project locations reported

condom stock outs during the reporting period.

As per the conversation with

staff and also check the

condom registers.

II Routine Monitoring Data Reporting: PART B1 <Six Monthly Report> (PART B 1 to be filled by programs with service outreach)

Service Uptake ( Essential service package) needs uniform definition across projects

Outreach uptake

Reporting for the duration Select reporting month from the drop down list.

1 Total number of key population

individuals who have been received

at least one minimum service

package (contacted and Using

national UIC) from program start

to the end of this reporting period-

Cumulative Registration

Enter total of KP clients registered with NUIC

from programme inception - Cumulative

(excluding those whose status is dead, moved or

inactive)

Sex workers will be recorded

segregated by gender for

example female sex workers,

Male sex workers or

transgender sex workers. The

other category includes TG and

MSM those who are not sex

worker.

This indicator will track the

number of key population

bought under the national UIC.

2 Number of individuals provided

minimum package of service during

the reporting period at least once.

Minimum Service Package

(MSP) is defined as a package of

minimum three services

including: i) HIV and STI

awareness and BCC, and ii)

Male/female condom

promotion, demonstration or

negotiation skills; iii) Referrals

or follow up for HTC and/or STIs

treatment; or Referral for or

follow up or ART adherence

counseling.

2.1 New Enter total number of new KP Individuals

provided minimum one service package at least

This is required to see if any

new key pop are being reached


once during the reporting period. A new client

identified by the Peer educator within the

reporting period.

If the same individual provided MSP more than

once then counted as one for that reporting

duration.

by the intervention.

2.2 Old Enter total number KP Individuals those who

have registered in programme earlier but

received service in this reporting period.

Previously reached clients who

were reached with a MSP

during the reporting period.

All key population still being

contacted by the project at the

end of six months

2.3 Total Sum of all KP clients, both new and Old. (Auto

calculated field)

Total Key population being

contacted by the project.

3 Number of individuals who have

discontinued with the project

services in this reporting period

Enter number of KP clients discontinued from the

project services during the reporting period.

The term discontinue defined

as: KP clients registered with

NUIC but not delivered any

service by PE for 6 successive

attempts in the past 6 months.

4 Number of condoms distributed Information on condom distribution may not be

able to be disaggregated by KP category for all

distribution sites. In that case, include totals only.




Male sex workers or




workers.

4.1 Through outreach distribution Enter total number of condom (pieces)

distributed through outreach during the

reporting period.

4.2 Through condom outlet Enter total number of condom (pieces)

distributed through outlet during the reporting

period.

4.3 Through Drop In Center/Safe space Enter total number of condom (pieces)

distributed through Drop In Center/Safe space

during the reporting period.

4.4 Through Clinics Enter total number of condom (pieces)

distributed through clinic during the reporting

period.


4.5 Total Total number of condom distributed (Sum of 4.1 + 4.2 + 4.3 + 4.4

(Auto calculated field)

5 Number of lubricants distributed Information on lubricant distribution may not be

able to be disaggregated by KP category for all

distribution sites. In that case, include totals only.




Male sex workers or




workers.

5.1 Through outreach distribution Enter total number of lubricants distributed

through outreach during the reporting period.

5.2 Through condom outlet Enter total number of lubricants distributed

through outlet during the reporting period.

5.3 Through Drop In Center/Safe space Enter total number of lubricants distributed

through Drop In Center/Safe Space during the

reporting period.

5.4 Through Clinics Enter total number of lubricants distributed

through clinic during the reporting period.

5.5 Total Total number of lubricants distributed during the

reporting period.

(Sum of 5.1 + 5.2 + 5.3 + 5.4

(Auto calculated field)

Routine Monitoring Data Reporting: PART B2 <Six Monthly Report> Part B2 filled by the clinics and all ARV centers

All clinic data will be an output of the HIV patient data base and STI database.

STI uptake & HIV testing data

6 Number of key population

individuals attending clinic for any

type of visit during the reporting

period

Enter total number of KP individuals attending

clinic during the reporting period.

Data on STI and HIV testing and

treatment to be filled in by

clinics which are treating key

population to include all ARV

centres in the country where,

outreach and clinical services

are linked this may be looked at

jointly.

All cases of key population

reporting for all ailments to the

clinic. These will be reported by

the prevention programs in


liaison with the clinics.

7 Number of key population

individuals receiving STI

consultations during the reporting

period

Enter total number of people for each KP

category referred for STI services who accessed

services during the reporting period.

This indicator records all cases

of STI.

8 Type of visit (from the health

provider's perspective)

Count all those who accessed each type of STI

services - i) Screening, (ii) Diagnosis, (iii)

Treatment and (iv) Follow up. For example, 10

people visited for screening; 8 of them were

diagnosed; 7 were treated; 1 was given

presumptive treatment. KPs tested HCT should

not be counted here unless they also received STI

testing.

This indicator can be used for

analysis of health seeking

behaviour; for example number

of sex workers coming to the

clinic for STI screening even if

they are not symptomatic

(more than 50% of STIs among

females are asymptomatic)

(from HCT and STIs log books)

8.1 STI screening or presumptive

treatment

Enter total number of KP Individual screened for

STI/ PT given during the reporting period

Same as above

8.2 STI diagnosis Enter total number of KP Individuals diagnosed

for STI during the reporting period

Same as above

8.3 STI treatment Enter total number of KP Individuals treated for

STI during the reporting period

Same as above

8.4 STI follow up Enter total number of KP Individual followed up

for STI during the reporting period

Same as above

8.5 Individuals receiving first time

presumptive treatment (for

Gonococci and Chlamydia)**

Enter total number of KP Individuals those who

received first time PT during the reporting

period.

Leave it blank if not applicable.

9 HIV testing Sex workers will be recorded



Male sex workers or




workers.

Clinical data tools (HCT and STIs

logs) record data on all

segregations

9.1 # of KPs tested for HIV in the

reporting period

Enter total number of KP Individuals tested for

HIV during the reporting period.


9.2 # of KPs tested HIV Positive and

know their status (during the

reporting period)

Enter total number of KP Individuals found HIV

positive during the reporting period.

Indicator measures the first 90,

number of key population who

test for HIV and know their

results by key population.

10 PLHIV Prevention partners will check

availability of this data with

referral clinics and provide

where possible.

Measures the 90:90:90 cascade.

Clinical data tools (ART/HIV

Care log) records data on

PLHIVS on ART–HPDB and

Surv2.

10.1 KPs who are PLHIV Enter total number of KPs who are PLHIV during

the reporting period period.

10.2 # of KPs PLHIV on ARV Enter total number of KPs PLHIV on ARV during

the reporting period

10.3 # of PLHIV retained on ARV for 6

months

Enter total number of PLHIV retained on ARV for

6 months during the reporting period.

10.4 # of PLHIV retained on ARV for 12

months

Enter total number of PLHIV retained on ARV for

12 months.

10.5 # of PLHIV virally suppressed on 12

months of ARV

Enter total number of PLHIV virally suppressed

on 12 months of ARV.

11 Other infections (Opportunistic

Infection and others)

Prevention partners will check availability of this

data with referral clinics and provide where

possible.

Measures the HIV - TB

confection.

Clinical data tools (ART/HCT

logs) records data on TB.

11.1 # of KPs who were screened for TB Enter total number of KP Individuals those who

screened for TB during the reporting period.

11.2 # of KPs put on INH prophylaxis Enter total number of KP Individuals those who

put on INH prophylaxis during the reporting

period.

11.3 # of KPs with confirmed TB

initiated on DOTS

Enter total number of KP Individuals with

confirmed TB initiated on DOTs during the

reporting period

12 Enabling environment Interventions are encouraged

to record crisis interventions as


part of measuring gender based

violence among key population.

12.1 # of KPs involved in reported crisis

incidents or Gender based violence

during reporting period

Enter total number of KP Individuals involved

those who reported crisis incidents or gender

based violence during the reporting period.

Crisis incidents Include referrals

for police services, sexual

assault, PEP, GBV, and any

other related medical services.

Clinical data tools

(ART/HCT/STIs logs) record

data on GBV screening.

Outreach data tools also collect

data on GBV.

12.2 # of KPs involved in a reported

crisis incident who were responded

to by crisis response team

Enter total number of KP Individuals involved in a

reported crisis incidents or gender based

violence who were responded by the reponse

team during the reporting period.

If there is no crisis team this

indicator may be left blank.

Clinical data tools

(ART/HCT/STIs logs) record

data on GBV screening.

Outreach data tools also

collects data on GBV

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