Fayyaa Integrated Development Organization

(FIDO)

USAID- Family Focused HIV Prevention Care and

Treatment Activity.

FY-25 Routine Data Quality Assurance

(RDQA) Plan

FY25
Prepared By:- Ermias Hagos
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Table of Content
Routine Data Quality Assurance Plan...................................................................3
BACKGROUND.......................................................................................................3
INTRODUCTION.....................................................................................................3
List of RDQA Team Excepted..................................................................................4
Overview on RDQA.................................................................................................4
1. Importance of RDQA............................................................................................4
2. Data collection processes:.....................................................................................5
6. Reporting and Feedback mechanisms...................................................................6
Specification on RDQA...........................................................................................8
Purpose and scope of the RDQA tool........................................................................8
Data Verifications......................................................................................................9
General information...................................................................................................9
Documentation review...............................................................................................9
Indicator selected for RDQA...................................................................................12
Documents Reviewed..............................................................................................12
Positive parts of RDQA findings.............................................................................12
RDQA visit schedule..............................................................................................13
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Routine Data Quality Assurance Plan

BACKGROUND

FIDO is a sub Partner of USAID to implement three years of Family Focused HIV prevention,
care, and treatment services as well as provide interventions for vulnerable children in Addis
Ababa City specifically kirkos and Nefas silk lafto sub city.

The purpose of the project is to strengthen local HIV epidemic control to achieve 95% of
individuals living with HIV knowing their status, 95% of people living with HIV initiating ART,
and 95% of ART clients achieving viral load suppression by 2025.

Since we are on the third year of program implementation of Family Focused HIV prevention
care and treatment services, FIDO team, planned to conduct a RDQA for both CHCT and OVC
Activities.

INTRODUCTION

Routine Data Quality Assessment (RDQA) is a vital process for ensuring the accuracy,
reliability, and completeness of data collected through family focused HIV prevention care and
treatment activities. This plan outlines the steps and procedures necessary for implementing an
effective RDQA process.

As part of the monitoring of the implementation of USAID family Focused HIV prevention care
and treatment services FIDO M&E Personnel has planned to conduct RDQA on the Key
Performance Indicator selected indicators.
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List of RDQA Team Excepted

Name Organization Responsibility Role On RDQA

Ermias Hagos FIDO M&E Specialist. Team member

Betelhem sisay FIDO QI&A Officer Leader

NA FIDO TO,HSS,OSS,ES&GBV Member

officer

Overview on RDQA
Routine data quality assurance (RDQA) is crucial in the health service sector to ensure accurate
and reliable data for decision-making, planning, monitoring, and evaluation. It involves a
systematic process of assessing, monitoring, and improving the quality of routine health data
collected at various levels of the health system. Here are some key points to discuss regarding
RDQA in the health service sector:

1.Importance of RDQA: Accurate and reliable data is essential for effective healthcare
planning, resource allocation, and policy formulation. RDQA helps identify data quality issues
and ensures that the information collected is valid, complete, consistent, and timely.Moreover the
main objective of RDQA is:-

 Assess the quality of routine data collected by FFHPCT activities.

 Identify data quality issues and their root causes.

 Implement corrective actions to improve data quality.

 Strengthen data management and reporting systems.

2.Data collection processes: RDQA starts with assessing the data collection processes
to ensure they are standardized, well-documented, and followed consistently across all SDPs.
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Actvity 1- Desk Review:

 Review existing data reports, Comm-care, to identify preliminary data quality issues.

 Analyze data trends and discrepancies across different reporting periods and sources.

Activity 2- Field Visits:

 Conduct site visits to selected SDPs to observe data collection and reporting processes.

 Use RDQA Tool/checklists to verify the accuracy and completeness of data at the source.

3.Data validation: RDQA involves validating the collected data by cross-checking it with
other sources or conducting periodic audits to ensure accuracy. This can be done through double-
entry systems or comparing routine data with independent surveys or registries.

4.Data cleaning: RDQA includes a thorough review of collected data to identify errors,
inconsistencies, outliers, or missing values. Data cleaning involves correcting errors or seeking
clarification from healthcare providers to improve the overall quality of the dataset.

5.Data analysis: RDQA also focuses on analyzing routine health data to identify trends,
patterns, or anomalies that may indicate potential issues in data quality. Statistical methods can
be employed to detect outliers or inconsistencies in the data-set.

Data Verification:

 Compare reported data with source documents (e.g., Tools, registers) to verify accuracy.

 Identify discrepancies and calculate data verification ratios.

Root Cause Analysis:

 Analyze the identified data quality issues to determine their underlying causes.

 Engage with facility staff and data collectors to understand the challenges and barriers to
accurate data collection and reporting.
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6.Reporting and Feedback mechanisms: RDQA should establish feedback

mechanisms between those responsible for collecting data (healthcare providers) and those using
it (managers, donors). This allows for continuous improvement by addressing challenges faced
during data collection and ensuring that feedback loops are closed.

RDQA Report:

 Prepare a comprehensive report summarizing the findings of the RDQA, including identified
data quality issues and their root causes.

 Provide recommendations for corrective actions to address the identified issues.

Feedback Sessions:

 Share the RDQA findings and recommendations with relevant stockholders, including SDP
staff, program managers, and Donors.

 Facilitate discussions to develop action plans for implementing the recommended corrective
actions

Corrective Actions: Action Plan Development:

 Develop a detailed action plan outlining the specific steps to be taken to address the
identified data quality issues.

 Assign responsibilities and set timelines for the implementation of corrective actions.

7.Capacity building: Regular training sessions should be conducted to enhance the skills
of healthcare workers involved in data collection, management, and analysis. This helps in
improving data quality and ensures that they are aware of the importance of accurate and reliable
data.

8.Data use: RDQA should promote the use of routine health data for evidence-based
decision-making. When stakeholders see the value of high-quality data, it encourages them to
invest in RDQA processes.
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9.Continuous monitoring and evaluation: RDQA is an ongoing process that

requires regular monitoring and evaluation to assess the effectiveness of data quality
improvement efforts. This includes conducting periodic assessments, audits, or surveys to
identify areas for improvement.

Monitoring and Follow-Up

Regular Monitoring:

 Establish a system for regular monitoring of data quality to track the progress of corrective
actions and identify any new issues.

 Use periodic RDQA exercises to ensure continuous improvement in data quality.

Follow-Up Visits:

 Conduct follow-up visits to SDPs to assess the implementation of corrective actions and
provide additional support as needed.

 Update the RDQA report with findings from follow-up visits and adjust action plans
accordingly.

10.Documentation and Reporting

Record Keeping:

 Maintain detailed records of all RDQA activities, including assessment tools, data
verification results, and action plans.

 Document any changes or improvements in data quality resulting from the RDQA process.

Reporting:

 Prepare regular progress reports on the status of RDQA activities and the implementation of
corrective actions.
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 Share reports with relevant stakeholders to ensure transparency and accountability.

In conclusion, routine data quality assurance is essential in the health service sector to ensure
accurate and reliable information for effective healthcare planning and decision-making. It
involves various processes such as data validation, cleaning, analysis, feedback mechanisms,
capacity building, and continuous monitoring. By implementing robust RDQA systems, health
systems can improve their overall data quality and ultimately enhance healthcare delivery.

Specification on RDQA

Purpose and scope of the RDQA tool

This RDQA tool is designed to assess the quality of data and underlying systems related to indicators
that are reported to programs or donors. It is designed to conduct routine data quality checks at the
service delivery level including program LIP members.
Scope:
 MER and Custom Indicators will be selected for RDQA purposely.
 Kirkos Subcity :- Agona & Bulgariya SDP are the main places to conduct RDQA
 Nefas silk lafto subcity :- Mekensia & Hanamariam SDP are the main places to conduct RDQA
 Purposely selected Health facility are the main places to conduct RDQA

Data Verifications
This section facilitates the assessment of the quality of data for the selected indicator. It involves the
review of documents based on the data quality dimensions i.e. accuracy, completeness, etc.

General information:
a) Indicate the name of the service delivery site i.e. health facility or outreach staff/team e.g. peer
educator, community health worker etc.
Also indicate the identification number or code where applicable.
b) Indicate the site's or personnel's region/ district/ zone/ county etc. level
c) Name of program/project or health area (where applicable)
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d) Specify the date when the assessment was conducted

e) Specify the reporting period under assessment i.e. indicate the start and end date of the data that
was verified.

Documentation review:
Indicators: Specify the indicators for data verification. One or more indicators can be indicated.
Additional Data Verification sheets can be used (by creating a copy of the sheet) where the documents
to be reviewed vary across indicators.
Indicator here refers to number of people, cases, items or events.

Availability: The extent to which data and its supporting documentation are available.
Review availability of the indicator source documents for the selected reporting period.
Source documents depends on the indicator but will often refer to client intake forms, registers, cards
redeemed vouchers, etc.
Specify the name of the documents reviewed.
Additional rows can be added for each source document as appropriate.

Completeness: Complete means that the document contained all the required entries of the
indicator as appropriate.
Review completeness of the indicator source documents for the selected reporting period.
Specify the name of the documents reviewed.
Additional rows can be added for each source document as appropriate.

Accuracy: The degree to which the data correctly reflects what they were intended to measure. It is
also known as validity. Accurate data correctly measure actual events, cases, units, etc.
Use the Accuracy_Monthly data sheet to enter or tally monthly or periodic data for the period under
verification where applicable. Enter recounted data from the source documents and reported data from
secondary documents e.g. summary reports, in-country management information system (MIS) or
CommCare or donor reports where applicable. Do this for every indicator under verification.
Specify the name of the documents in the data sheets as appropriate.
Additional columns and rows can be added for additional documents, reports, months and indicators
where applicable.
The monthly totals will automatically populate in the Data Verication worksheet and the verification
ratios will be calculated automaticaly for each indicator assessed.
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A verification ratio of below 100% indicates under-reporting i.e. the recounted value from the primary
source document is lower than the reported value in the secondary document. A verification ratio of
above 100% indicates over-reporting i.e. the recounted value from the primary source document is
higher than the reported value in the secondary document. A verification ratio of 100% indicates a
perfect match i.e. the recounted value from the primary source document is equal to the reported value
in the secondary document.
For the purposes of the RDQA, ratios that are between 90-110% are considered acceptable (within a
10% range).

Scoring Accuracy:
The Accuracy score (on the Dashboard) calculates the extent to which values in the documents match.
The calculations are such that scores range from 0% to 100%. A 100% score indicates a perfect
match.
Scores from individual indicators are averaged to create an overall score.

Timeliness: The extent to which data is up-to-date (current) and is made available on time.
Review the timeliness of documents received from the site for the selected reporting period. Reports
can either be summary reports or reports of aggregated data that is submitted to the next reporting
level e.g. regional or district level. For example, where service delivery sites are expected to submit
monthly summary reports to the regional office, review the number of reports that were received on
time for the selected reporting period.
This review can be done where the reports are kept e.g. at the district or regional office.
It is assumed that the program has a deadline by which reports from sites should be submitted by and
that there is a time tracking system in place e.g. indication of the date the report was received when
submitted at the reporting level.

Integrity: The extent to which data is protected from unauthorized changes or manipulation.
Review the source document for any indication of unauthorised (accidental or deliberate) insertion,
modification or destruction of data.
Additional rows can be added to review other documents e.g. summary reports where applicable.
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Confidentiality: The extent to which clients’ personal information is protected and kept secure.
Precision: The extent to which data is collected with the level of detail required to measure the
indicator e.g. disaggregation by age, sex, etc.

Scoring:
The average scores for Availability, Completeness and Timeliness parameters represent the average
score across the indicators assessed.
The scores for the responses for Integrity, Confidentiality and Precision parameters are as follows:
1 = Yes - completely 1 = No indication
0.5 = Partly 0.5 = Possible indication
0 = No - not at all 0 = Strong indication
For each parameter, the scores from individual indicators are averaged to create an overall score (in
percent). The average score ranges from 0 to 100%.

Indicator selected for RDQA

 MER Indicators
 Custom Indicators

Documents Reviewed

 Line list (both HF and community), registration, referral forms

 referral form / positive status feedback from HF
 Positive tracking registration
 LTFU – line list ,feedbacks ,registers
 GBV-screening form, incident report form, gender norm dialoged session form, registers,
etc…
 OVC_SERV service register, service summery receiving format
 OVC HIV STAT register
 OVC_VL register etc..
NOTE: Additional Data recording tools will be assessed as needed.
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Positive parts of RDQA findings

 Helps to improve the data handling methods.

 Helps to correct the mistakes that have been done in the past months.
 Helps to increase the data quality.

RDQA visit schedule

Annual RDQA Plan for Family Focused HIV Prevention Care and Treatment
Project(For Kirkos sub city SDP)

S.N Sub City Name of SNU Date of RDQA Quarter

dd/mm/YY
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1 KIRKOS Agona SDP 12/12/2024 Quarter One

2 KIRKOS Bulgaria SDP 13/12/2024

3 KIRKOS Agona SDP 20/04/2025 Quarter Two

4 KIRKOS Bulgaria SDP 21/04/2025

5 KIRKOS Agona SDP 20/7/2025 Quarter Three

6 KIRKOS Bulgaria SDP 21/7/2025

7 KIRKOS Agona SDP 12/10/2025 Quarter Four

8 KIRKOS Bulgaria SDP 13/10/2025

Annual RDQA Plan for Family Focused HIV Prevention Care and Treatment
Project(For Kirkos sub city SDP)

S.N Sub City Name of SNU Date of RDQA Quarter

dd/mm/YY
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1 NSL Mekenisa SDP 14/12/2024 Quarter One

2 NSL Hanamariam SDP 15/12/2024

3 NSL Mekenisa SDP 22/04/2025 Quarter Two

4 NSL Hanamariam SDP 23/04/2025

5 NSL Mekenisa SDP 23/7/2025 Quarter Three

6 NSL Hanamariam SDP 24/7/2025

7 NSL Mekenisa SDP 14/10/2025 Quarter Four

8 NSL Hanamariam SDP 15/10/2025