Health Information Management – Complete Full Notes
HMIS NOTES
B.Boy
Session 1: Organization of Health Related Data Using Computer
Packages
Learning Tasks
By the end of this session students are expected to be able to:
What is Data Storage
Data storage is the recording (storing) of information (data) in a storage medium.
Numerate four (4) storage media
List four (4) electronic Data storage formats
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List five (5) storage devices
Numerate Three (3) common type’s data storage
Explanation of each type of Storage
o The term "hard drive" is actually short for "hard disk drive."
o The term "hard disk" refers to the actual disks inside the drive.
o The hard drive is a non-volatile memory hardware device that permanently stores and
retrieves data on a computer.
Non-volatile memory is a term used to describe any memory or storage that is saved
regardless if the power to the computer is on or off.
The best example of non-volatile memory and storage is a computer hard drive, flash
memory, and ROM.
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o A hard drive is a secondary storage device that consists of one or more platters to which
data is written using a magnetic head, all inside of an air-sealed casing.
o A typical hard drive is only slightly larger than a human hand and can hold over 100
GB of data.
o A USB flash drive is a device used for data storage that includes a flash memory and an
integrated Universal Serial Bus (USB) interface.
o Most USB flash drives are removable and rewritable.
o Physically, they are small, durable and reliable.
o The larger their storage space, the faster they tend to operate.
o USB flash drives are mechanically very robust because there are no moving parts.
o They derive the power to operate from the device to which they are connected (typically
a computer) via the USB port.
o A USB flash drive may also be known as a flash drive or USB drive.
o A memory card is a type of storage device that is used for storing media and data files.
o It provides a permanent and non-volatile medium to store data and files from the
attached device.
Define the Term Memory Card
Memory cards are commonly used in small, portable devices, such as cameras and phones.
List five (5) most popular forms of memory cards are:
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In the healthcare system, data are store in the electronic systems, and these systems are
called electronic health records (EHR) and electronic medical records (EMR)
Define the following Terms
o An electronic health record (EHR) is a digital version of a patient’s paper chart.
o It contains a patient’s medical history, diagnoses, medications, treatment plans,
immunization dates, allergies, radiology images, and laboratory and test results in
electronic format.
o It is health information that is created and managed by authorized providers in a digital
format capable of being shared with other providers across more than one health care
organization.
o Electronic medical records (EMRs) are a digital version of the paper charts in the clinician’s
office.
o EMR contain medical information used by clinicians mostly for diagnosis and treatment..
o An EMR contains the medical and treatment history of the patients in one practice.
o Information in EMRs cannot easily be shared out of the medical practice.
o The patient’s record can easily be printed out and shared with other members of the care
team.
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ELECTRONIC FILLING
Filling
A filing system is a plan or method of arranging documents in a prescribed order.
The purpose of filing documents is to enable a quick retrieval of complete information
Whenever it is required.
Requirements of a good filing system
o Simplicity-The filing method must be easy to understand and simple to operate.
o Easy access-Documents should be easily identified and located to enable speedy pulling and
filing.
o Security-Documents should be safely kept and well preserved.
o Tracer system-The whereabouts of documents removed from the storage must be known.
Methods of Filing in Medical Records
There are four common methods of filing patient records used in health facilities
o Alphabetical
o Chronological
o Geographical
o Numerical
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Explanation of each method
Alphabetical Filing System
Chronological Filing System
Chronological filing means filing in time order.
each group in date order. Example of chronological filing system is, those patients who are
expected to be admitted on 14th February 2010, Abdallah/14, Bakari/14, Charles/14. The 14 is
a filing position in filing waiting list.
Geographical Filing System
Geographical filing is based on geographical units like countries, regions, and town.
and customers is needed.
method used in combination with other method of filing.
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o Temeke district: 00-00-01/Temeke, 00-00-02/Temeke, 00-00-03/Temeke. (Filing is done in
shelves identified for Temeke district).
o Kinondoni district: 00-00-04/Kinondoni, 00-00-05/Kinondoni. (Filing is done in shelves
identified for Kinondoni district).
Numerical Filing System
Numerical and alphabetical filing systems are the most commonly used.
Explanation on Numbering Filling
Numbering System in Patient Medical Records
medical records according to these numbers.
Types of Numbering Systems
o In serial numbering the patient receives a new number each time he or she is admitted or
treated as a new out-patient case.
o This means that if a patient is admitted three times he or she gets three different numbers and
his medical records are filed in three different places.
o This system is based on the principle that the patient (not the disease episode and a patient) is
the unit and that all notes on one individual patient are kept in one file.
o When serial numbering is used the series of numbers should continue.
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o It is quite common in Tanzania to begin new series each year or even each month and to
distinguish the series by a letter and by the last two calendar year digits or the digits for month
and calendar year (Example: F 2345/78, M 6789/4/78).
Patient Records Filing Procedures
Filing Procedure for Patient Records
o Critical checking, if there is missing documents from the clinics/departments
o Arrange documents in a systematically order, for example from registration sheet to
discharge summary Sorting of patients’ file
o Arrange files in a sequence order, from the smallest number to the largest one.
o It facilitates speed in filing
o Insert files in the shelf according to the patient registration number or the alphabetic order of
their names
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THE TYPES OF FILING
Explain the types of Filling
o Paper based system
Filing of all documents that should be part of the complete health records are added to
the discharge record, preferably prior to completion.
As with the addition of any document to the record, care should be taken to verify the
resident name prior to inserting the document in the record.
o Hybrid system
The facility policies and procedures should determine which parts of the record will be
paper based and which parts are stored in a data repository.
This policy should also determine whether or not additional documents should be
added as paper based documents or scanned into the data repository.
If documents are added to the electronic portion of the record after this has been
completed, these should be added as addendums.
o Electronic record
The facility policies and procedures should allow for the capture of additional
material for the electronic record through a system of scanning to the file.
If the record has been determined to be complete and additional paperwork is
discovered, these documents should be added as addendums.
The electronic system should be able to separate the active from the inactive record
within the data base
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APPLICATION OF SECURITY TO DATA
Computer Security
Security is the protection of assets. It deals with the protection of unauthorized actions by users
of a computer system.
OR
Computer Security Is protecting computers and information they contain against unwanted
access, damage, modification or destruction.
Restricted access to the server computer room is present in a form of Physical Security
Main objectives of computer security are
The three main aspects of Security are:
Some differences between traditional security and information security
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What features should a computer security system provide?
Confidentiality
The prevention of unauthorized disclosure of information.
Confidentiality is keeping information secret or private.
Confidentiality might be important for military, business or personal reasons.
Integrity
Integrity is the unauthorised writing or modification of information.
Integrity means that there is an external consistency in the system – everything is as it is
expected to be.
Data integrity means that the data stored on a computer is the same as the source documents.
Availability
Information should be accessible and useable upon appropriate demand by an authorised user.
Availability is the prevention of unauthorised withholding of information.
Denial of service attacks are a common form of attack.
Non-repudiation
Non-repudiation is the prevention of either the sender or the receiver denying a transmitted
message.
A system must be able to prove that certain messages were sent and received.
Non-repudiation is often implemented by using digital signatures.
Authentication
Proving that you are who you say you are, where you say you are, at the time you say it is.
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Authentication may be obtained by the provision of a password or a scan of your retina.
Access Controls
The limitation and control of access through identification and authentication.
A system needs to be able to identify and authenticate users for access to data, applications and
hardware.
In a large system there may be a complex structure determining which users and applications
have access to which objects.
Accountability
The system managers are accountable to scrutiny from outside.
Audit trails must be selectively kept and protected so that actions affecting security can be
traced back to the responsible party
Security systems
A security system is not just a computer package. It also requires security conscious personnel
who respect the procedures and their role in the system.
Conversely, a good security system should not rely on personnel having security expertise.
Risk Analysis
The disadvantages of a security system are that they are time-consuming, costly, often clumsy,
and impede management and smooth running of the organisation.
Risk analysis is the study of the cost of a particular system against the benefits of the system.
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Ways of improve electronic patient data security/ The steps to enforce proper use of
password to keep electronic data secure.
o Do a security risk assessment
Information security risk assessment is an on-going process of discovering, correcting
and preventing security problems.
The risk assessment is an integral part of a risk management process designed to
provide appropriate levels of security for information systems.
Security risk assessments must be performed annually to meet the criteria of the
meaningful use of an HER
o Encrypt data
Encryption is the process of encoding a message or information in such a way that
only authorized parties can access it and those who are not authorized cannot.
Patient data should be encrypted whenever possible
Antivirus programs and firewalls to defend the privacy and security of data should be
installed in the system
Use password to protect data from being accessed with unauthorized persons
o Control system access
Access control is a key component of patient data security.
List two main types of access control
Physical access control limits access to buildings, rooms and physical IT assets where
patient data are stored.
Logical access limits connections to computer networks, system files and health data.
HMIS NOTES
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o Authenticate users
Authentication is the process of recognizing a user’s identity.
Authentication process can be described in two distinct phases: identification and
actual authentication.
Identification phase provides a user identity to the security system and this identity is
provided in the form of a user ID.
An actual user can be mapped to other abstract user object in the system, and
therefore be granted rights and permissions to the user and user must give evidence to
prove his identity to the system.
The process of determining claimed user identity by checking user-provided evidence
is called authentication and the evidence which is provided by the user during process
of authentication is called a credential.
o Use and scan audit logs
An audit log is a document that records an event in an information (IT) technology
system.
It is a security-relevant chronological record, set of records, destination and source of
records that provide documentary evidence of the sequence of activities that have
affected at any time a specific operation, procedure, or event.
It documents what resources were accessed; audit log entries usually include
destination and source addresses, timestamp and user login information.
EHRs have audit logs that record which user did what in the EHR and when.
Most of hospitals that practices EHR were using their audit logs or another feature
designed to prevent people from tampering with the logs to erase the signs of an
intruder.
EHR practices need software that automatically scans their audit logs to detect
anomalies that might indicate a cyber-attack, such as an unfamiliar user or a known
user logging on at an unusual time of the day.
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o Back up data off site
An offsite backup is a backup process or facility that stores backup data or
applications external to the organization or core IT environment.
It is similar to a standard backup process, but uses a facility or storage media that is
not physically located within the organization's core infrastructure.
The institution that practices EHR should have off site backup, both for security
purposes and also for the case of natural disasters.
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CYBER SECURITY
Terminologies
Cyber Space (Area)
It’s the term means computer network connected together and connect to the host.
Cyber Crime
It’s the term that referrers to the attack of the computer that its connected to a network system.
Masquerade attack
PASSWORD SECURITY (AUTHENTICATION)
A Security Token
Is a physical or digital device that provide two factor authentication for a user to prove their
identity in a login process
Traditional known as Password
Types of Security Token
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Explanation of the Types of Security Token
One Factor Authentications (1FA)
Use of Random Numbers hence expires after a period of Time.
Two Factor Authentications (2FA)
Use of Numbers and Letters (Alphabets)
Three Factor Authentications (3FA)
Use of Numbers, Letters (Alphabets) and Human recognitions i.e Face recognition, Finger
prints.
BIOMETRIC SECURITY
Definition
Is the use of Software to automatically Recognize people based on their behavioural or
biological characteristics.
Types of Biometric Security Devices
DNA Matching
Eye Iris Recognition
Face Recognition
Hand Geometry Recognition
Typing Recognition
Voice Speaker Identification
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List five (5) common cyber-attacks which can be used to damage network
An ideal password authentication scheme has to withstand a number of attacks.
Describe five of these attacks.
Denial of Service Attacks
o An attacker can update false verification information of a legal user for the
next login phase. Afterwards, the legal user will not be able to login
successfully anymore.
Forgery Attacks (Impersonation Attacks)
o An attacker attempts to modify intercepted communications to masquerade the
legal user and login to the system.
Forward Secrecy
o It has to be ensured that the previously generated passwords in the system are
secure even if the system’s secret key has been revealed in public by accident
or is stolen.
Server spoofing attacks
o Mutual authentication can help withstand the server spoofing attack where an
attacker pretends to be the server to manipulate sensitive data of the legal
users. Mutual authentication means the user and the server can authenticate
each other. Not only can the server verify the legal users, but the users can
also verify the legal server.
Parallel Session Attacks
o Without knowing a user’s password, an attacker can masquerade as the legal
user by creating a valid login message out of some eavesdropped
communication between the user and the server.
Password Guessing Attacks
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o Most passwords have such low entropy that they are vulnerable to password
guessing attacks, where an attacker intercepts authentication messages and
stores them locally and then uses a guessed password and seeks verify the
correctness of their guess using these authentication messages.
Replay Attacks
o Having intercepted previous communications, an attacker can replay the
intercepted messages to impersonate the legal user to login to the system.
SR8. Smart Card Loss Attacks When the smart card is lost or stolen,
unauthorized
List five (5) computer security challenges
operation.
What are main security threats to computer system?
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METHODS OF SUMMARIZING DATA/ WAYS OF DATA PRESENTATION
o The process of placing classified data into tabular form is known as tabulation
o A table is a symmetric arrangement of statistical data in rows and columns
o Rows are horizontal arrangements whereas columns are vertical arrangements
Table 1: Number of patients admitted at Mount Meru hospital in the year 2011
NUMBER OF PATIENTS
AGE
Below 35 1,280
35-55 1,160
Above 55 300
Total 2,740
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Line graph
o A line graph is a graphical tool used to present and compare two variables.
o One variable is represented at X axis and other at Y axis.
o The points given are plotted and are joined together by straight lines.
Figure 1: Annual sales of a particular organization
o A simple bar chart is used to represents data involving only one variable classified on
spatial, quantitative or temporal basis
Figure 2: Hospital Patients by unit
Hospital Patients by Unit
5000
4000
patients per year
Number of
3000
2000
1000
0
Emergency
Cardiac
Intensive
Surgery
Maternity
Care
Care
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o A two or more sets of inter-related data are represented.
o Multiple bar diagram facilities comparison between more than one phenomena.
Figure 3: The number of Male and Female Cataract at Mwembetogwa ward
THE NUMBER OF MALE & FEMALE CATARACT
SCREENING AT MWEMBETOGWA WARD FROM 1991-1995
14000
12000
10000
NO. Clients
8000 Male
6000 Female
4000
2000
0
1991 1992 1993 1994 1995
Years
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o Sub-divided or component bar chart is used to represent data in which the total
magnitude is divided into different or components
Figure 4: The Diabetic Tablets produced from 1991-1994
THE DIABETIC TABLETS IN 100 gms/BOX PRODUCED FROM 1991-
1994
120
100
Quantity in 100 gms
80
Glimepiride
Glyburide
60
Glipizide
Chlorpromide
40
20
0
1991 1992 1993 1994
Years
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o Sub-divided bar chart may be drawn on percentage basis
o This type of chart is useful to make comparison in components holding the difference of
total constant
Figure 5: Inpatient cases at Medical ward-MNH 1991-1994
INPATIENT CASES IN HUNDRED AT MEDICAL WARD-MNH
FROM 1991-1994
100%
90%
Number of Cases in %
80%
70%
60% MTA
50% HIV/AIDS
40% Malaria
30%
20%
10%
0%
1991 1992 1993 1994
Years
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o Pie chart is named so, due to its similarity with pie and its slices.
o Pie chart is a circular chart which is divided into sectors.
o Each sector corresponds to different values of a data.
o In pie charts, the percentage of each number is calculated and then obtained
percentages are plotted at pie chart.
Figure 6: Hospital Patients by Unit
Hospital Patients by Unit
Cardiac
Care
12%
Emergenc
Surgery y
53% 25%
Intensive
Care
Maternity 4%
6%
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o A bar graph that displays the data from a frequency distribution
o Horizontal Scale (x-axis) is labeled using CLASS BOUNDARIES or MIDPOINTS
o Vertical Scale (y-axis) is labeled using frequency
o Bars are contiguous (No gaps)
Figure 7: Time to complete blood transfusion
Time to Complete Blood Transfusion
30
Fr 25
eq
ue 20
nc
y 15 Frequenc y
10
5
0
235.5 260.5 285.5 310.5 335.5 360.5
Minutes
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o It presented by using Line graph rather than a bar graph.
o It uses class midpoints rather than class boundaries on x-axis
Figure 8: Frequency polygon for Blood pressure data
Frequency Polygon for B.P.
18
16
14
12
Frequency
10
8
6
4
2
0
92.5 106.5 120.5 134.5 148.5 162.5 176.5 190.5 204.5 218.5
Systolic Pressure
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o Line graph (rather than a bar graph)
o Uses class boundaries on x-axis
o Uses cumulative frequencies (total as you go) rather than individual class frequencies
o Used to visually represent how many values are below a specified upper class boundary
Figure 9: Blood Pressure of fifty subjects
Blood Pressures of 50 Subjects
60
Cummulative Frequency
50
40
30
20
10
0
99.5 127.5 155.5 183.5 211.5
Systolic Pressure
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Evaluation Questions
Is the means of storing soft data information in given format like Music, Video, Document or
Pictures in a device which could be a flash disk or rather a hard disk drive
Or Data storage is the collective methods and technologies that capture and retain digital
information on electromagnetic, optical or silicon-based storage media.
Data security is the practice of protecting digital information from unauthorized access,
corruption, or theft throughout its entire lifecycle
.
Discrete and continuous data
Statistical data
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management process at pharmacy information system.
o Do a security risk assessment
Information security risk assessment is an on-going process of discovering, correcting
and preventing security problems.
The risk assessment is an integral part of a risk management process designed to
provide appropriate levels of security for information systems.
Security risk assessments must be performed annually to meet the criteria of the
meaningful use of an HER
o Encrypt data
Encryption is the process of encoding a message or information in such a way that
only authorized parties can access it and those who are not authorized cannot.
Patient data should be encrypted whenever possible
Antivirus programs and firewalls to defend the privacy and security of data should be
installed in the system
Use password to protect data from being accessed with unauthorized persons
o Control system access
Access control is a key component of patient data security.
There are two main types of access control: physical and logical.
Physical access control limits access to buildings, rooms and physical IT assets where
patient data are stored.
Logical access limits connections to computer networks, system files and health data.
o Authenticate users
Authentication is the process of recognizing a user’s identity.
Authentication process can be described in two distinct phases: identification and
actual authentication.
HMIS NOTES
B.Boy
Identification phase provides a user identity to the security system and this identity is
provided in the form of a user ID.
An actual user can be mapped to other abstract user object in the system, and
therefore be granted rights and permissions to the user and user must give evidence to
prove his identity to the system.
The process of determining claimed user identity by checking user-provided evidence
is called authentication and the evidence which is provided by the user during process
of authentication is called a credential.
o Use and scan audit logs
An audit log is a document that records an event in an information (IT) technology
system.
It is a security-relevant chronological record, set of records, destination and source of
records that provide documentary evidence of the sequence of activities that have
affected at any time a specific operation, procedure, or event.
It documents what resources were accessed; audit log entries usually include
destination and source addresses, timestamp and user login information.
EHRs have audit logs that record which user did what in the EHR and when.
Most of hospitals that practices EHR were using their audit logs or another feature
designed to prevent people from tampering with the logs to erase the signs of an
intruder.
EHR practices need software that automatically scans their audit logs to detect
anomalies that might indicate a cyber-attack, such as an unfamiliar user or a known
user logging on at an unusual time of the day.
o Back up data off site
An offsite backup is a backup process or facility that stores backup data or
applications external to the organization or core IT environment.
It is similar to a standard backup process, but uses a facility or storage media that is
not physically located within the organization's core infrastructure.
HMIS NOTES
B.Boy
hospital setup.
o The term "hard drive" is actually short for "hard disk drive."
o The term "hard disk" refers to the actual disks inside the drive.
o The hard drive is a non-volatile memory hardware device that permanently stores and
retrieves data on a computer.
Non-volatile memory is a term used to describe any memory or storage that is saved
regardless if the power to the computer is on or off.
The best example of non-volatile memory and storage is a computer hard drive, flash
memory, and ROM.
o A hard drive is a secondary storage device that consists of one or more platters to which
data is written using a magnetic head, all inside of an air-sealed casing.
o A typical hard drive is only slightly larger than a human hand and can hold over 100
GB of data.
o A USB flash drive is a device used for data storage that includes a flash memory and an
integrated Universal Serial Bus (USB) interface.
o Most USB flash drives are removable and rewritable.
o Physically, they are small, durable and reliable.
o The larger their storage space, the faster they tend to operate.
o USB flash drives are mechanically very robust because there are no moving parts.
o They derive the power to operate from the device to which they are connected (typically
a computer) via the USB port.
o A USB flash drive may also be known as a flash drive or USB drive.
o A memory card is a type of storage device that is used for storing media and data files.
o It provides a permanent and non-volatile medium to store data and files from the
attached device.
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in health care industry.
Merits
Demerits
data, which can provide a misleading view of the data.
in aiding a presentation less useful
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Session 2: Creation of Table from Health Data Using
Spreadsheet
Learning Tasks
By the end of this session students are expected to be able to:
The Structure of Microsoft Excel Spreadsheet
Microsoft Excel
data.
representing a row.
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Parts of Microsoft Excel/ Elements of Microsoft Excel/ Elements of Excel Window
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From the Diagram above
Explanations on the Elements found in Excel
Is the Intersection of Row and Column
Each contains the unique value called Address i.e A1, B1
CELLS
Is the Vertical Stock of data or values.
Each column is represented by Alphabets as A, B, C etc
COLUMNS
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Is the Horizontal Stock of data or values.
Each column is represented by Alphabets as A, B, C etc
ROWS
Is the collection of sheets that contains data or Information.
By default Office 2007 Spreadsheet comes with 3 sheets
SHEETS
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Is the collection of Worksheet.
It displays on Top As Book means if contains data in sheet thus is Workbook.
Workbook
Is the cell ready for use.
By default when you open Excel its located at cell A1
Active
Cell
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Is the collection of Cells.
The separate is (:) between one cell and another
i.e A2:G2
Is a space that is used to show the name of the active cell.
The active cell is A1.
The name box can also be used to rename an active cell.
Active
Cell
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It shows the cell contents including formulas or text
This space shows the contents of a cell.
It is preceded by the fx symbol as it is also used to search for mathematical functions
that are inbuilt the excel itself.
Formula
Bar
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Microsoft Excel Ribbon
o It is used to access commands i.e. creating new documents, saving existing work,
printing, accessing the options for customizing Excel.
o The tabs are used to group similar commands together. The home tab is used for basic
commands such as formatting the data to make it more presentable, sorting and finding
specific data within the spreadsheet.
o The bars are used to group similar commands together. As an example, the Alignment
ribbon bar is used to group all the commands that are used to align data together.
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Worksheet and Workbook
o When a row and a column meet, they form a cell.
o Cells are used to record data.
o Each cell is uniquely identified using a cell address.
o Columns are usually labelled with letters while rows are usually numbers.
o A workbook has three cells in Excel.
o Sheet can be added or deleted to suit the requirements.
o The sheets are named Sheet1, Sheet2 and so on and so forth.
o The sheet can be rename to more meaningful names i.e. Daily Expenses, Monthly
Budget, etc.
Ms Excel data formats
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The Procedures for Opening Microsoft Excel Spreadsheet
Procedures for open Microsoft Excel
Add, Subtract, Multiply, divided in Excel
o "C2" is the cell address of the first number given by C representing the column letter
and 2 representing the row number
o "D2" is the cell address of the second number given by D representing the column letter
and 2 representing the row number
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STEP 4: The Procedures for Formatting Microsoft Excel Data (30 minutes)
Formatting data in Microsoft Excel table
o Bold
o Align serial numbers to the left, center or right
Procedure for make column names bold
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Procedures for align data to the left
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The Procedures for Inserting Border in Microsoft Excel Spreadsheet
Procedures for inserting borders
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The Procedures for Printing a Table From Spreadsheet
Procedure for setting print area, print view, printing and page layout
Ctrl + P
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Evaluation Questions
Microsoft Excel is a spreadsheet program that is used for Calculations or Inventory and Stock
Management.
Is the strip of buttons and icons located above the work area in Microsoft excel
The ribbon provides shortcuts to commands in Excel.
Is program that is used to record and analyse numerical data.
o Number – Stores data as a number
o Currency – Stores data in the form of currency
o Date – Data is stored as dates
o Percentage – Stores numbers as a percentage
o Text Formats – Stores data as string of texts
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Session 3: Creation of Table from Health Data Using
Spreadsheet
Learning Tasks
By the end of this session students are expected to be able to:
The Formulas for Microsoft Excel
Microsoft Excel Formulas
WHERE,
these cell addresses.
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The Analysis of Data Using Microsoft Excel Formulas
Application of Microsoft Formula in analysis of data in the table
PERFORMING MATHEMATICAL TASKS
In Microsoft Excel Mathematical Calculations are done by using two methods
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1. CALCULATION OPERATORS
Operators specify the type of calculation that you want to perform on the elements of a formula.
Microsoft Excel includes four different types of calculation operators: arithmetic, comparison,
text, and reference.
List five Mathematical Operators found in Excel
Types of operators
Arithmetic operators To perform basic mathematical operations such as addition,
subtraction, or multiplication; combine numbers; and produce numeric results, use the
following arithmetic operators.
Arithmetic operator Meaning Example Result
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Basic arithmetic operators
Operator Meaning Example
Example of Excel To shows the Operators
ADDITIONAL
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SUBSTRACTION
MULTIPLICATION
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DIVISION
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2. CALCULATIONS USING FUNCTIONS
List five Functions found in Excel
When applied in Excel Cells has to be with the following Specifications
Basic Functions found in Excel
NB: Example
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Example of the cells with corresponding Functions
For Each Mathematical Formula after u select well you must Press Enter to see Answer
SUMMATION
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AVERAGE
MAXIMUM
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MINIMUM
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COUNT
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ADVANCED EXCEL FORMULAS
Advanced Functions found in Excel
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APPLICATION WITH DIAGRAMS
It’s used to count the cells that contain any values it can be number or characters
hence not empty.
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After Pressing Enter The Answer will be 3 Means it count also the character a.
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It’s the formula that it’s used to join more than one value it can be numbers or
characters and display in one sentences.
A. Number to Number
After Pressing Enter the two numbers will Join each other and the answer will be as
follows
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B. Word to Word
After pressing Enter the two Characters will Join Each other the answer will be as
follows
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After pressing Enter the Character and Number will join the answer will be as follows
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Another Example
o Concatenate function is used in excel to connect different segment or text to display as a
single sentence.
o For example, here we want to display text as “NewYork has the highest sale of 12000
dollars”
of”,D4,dollar”).
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o The formula can execute the following results
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It’s the Formula the used to check the Condition if its met, to Return value TRUE if
not met to Return the value as FALSE.
Example
The Door that contains sensors if a person go close to the door then it will open
otherwise the Door will remain closed.
Syntax
IF(logical_test, value_if_true, value_if_false)
Logical_test is any value or expression that can be evaluated to TRUE or FALSE. For
expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE.
Value_if_true is the value that is returned if logical_test is TRUE. For example, if this
argument is the text string "Within budget" and the logical_test argument evaluates to TRUE,
then the IF function displays the text "Within budget". If logical_test is TRUE and value_if_true
is blank, this argument returns 0 (zero). To display the word TRUE, use the logical value TRUE
for this argument. Value_if_true can be another formula.
Value_if_false is the value that is returned if logical_test is FALSE. For example, if this
argument is the text string "Over budget" and the logical_test argument evaluates to FALSE,
then the IF function displays the text "Over budget". If logical_test is FALSE and value_if_false
is omitted, (that is, after value_if_true, there is no comma), then the logical value FALSE is
returned. If logical_test is FALSE and value_if_false is blank (that is, after value_if_true, there
is a comma followed by the closing parenthesis), then the value 0 (zero) is returned.
Value_if_false can be another formula.
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In simple Example using Spreadsheet
If a certain cell contain the certain value computer should return a certain value if it
doesn’t contain that value must return another value.
A. A cell Contains Number to Return Number
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The condition will be if The Cell A2 contains the Value 35 if it’s True the computer
should Write Number 1if it doesn’t contains value 35 computer should write number 2
The formula of If Resemble as
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Thus means because the Cell A2 contains Value 35, if you press Enter the Answer
will be 1 because the Value is true The answer will be as follows
Then if you change the Value in cell A2 to number different to 35 the answer will
display that of when the value is FALSE
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B. A cell Contains Number to Return Characters (Words)
The condition will be if The Cell B2 contains the Value 50 if it’s True the computer
should Write “A” 1if it doesn’t contains value 50 computer should write number “B”
The formula of If Resemble as
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Thus means because the Cell B2 contains Value 50, if you press Enter the Answer
will be A because the Value is true The answer will be as follows
Then if you change the Value in cell B2 to number different to 50 the answer will
display that of when the value is FALSE
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In other Time The FALSE part it can stand as the Correct Answer and the TRUE part
as the Wrong part
Example
The condition will be if The Cell A3 contains the Value 20 if it’s True the computer
should Write “Ukweli” 1if it doesn’t contains value 20 computer should write number
“Uongo”
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Thus means because the Cell A3 contains Value 10, if you press Enter the Answer will
be Uongo because the Value is not 20 its 10 The answer will be as follows
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than Conditions.
For this condition will be using results of one of the student that contains different
scores.
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The condition will be IF the Score of the student in any of the subject is below 50 then
the computer should return the value as “FAIL” if the value is above 50 then the
computer should return the value as “PASS”.
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Thus means because the Cell B2 contains Value 51 which is greater than 50, if you
press Enter the Answer will be PASS because the Value is Greater than 50 And the if
the value will be Less than 50 then the answer will display FAIL The answer will be
as follows
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To get the rest of the Answers you must drag the mouse down the from the first
Answer and the Answer will be as follows.
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Another Example 1
The examples below checks if the marks are 50 and above the student must pass the exam
otherwise the student fail the exam.
A B
1 Marks Grade
Then Press ENTER. Put the mouse
at the corner of the cell then drag it
down.
3 51
Another Example 2
A B C D
1 ACTUAL
PREDICTED FORMULAR RESULT
EXPENSIS
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NESTED IF
If you have more than one condition you have to use nested if, nested if checks for the first
condition then comes to the next finally finish by taking the last condition if the previous
condition not met.
Example 3
A B C D
1 Mark
Name Formula to calculate grade Result
s
3 Aisha 61 B
4 Omar 42 C
5 Fahima 53 B
6 Kombo 23 F
7 Rabiha 71 A
When you copy the formula using this mouse pointer shape, the formula copy it self and
change according to the cell reference. And the grade will automatically entered as shown in
the result column.
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From the formula of SUM thus means to add all given data the some if Formula
comes when you want to add a specified given data that meet a certain condition or
criteria not adding all data.
The Syntax for SUMIF is as follows
Meaning of those terms
RANGE- Means the collection of all data that were filled in a Table you Highlight them
except Headings and Not Medicine Items (Date, Days).
CRITERIA- Means the Specific Item that you want computer to give you sum of it you
select it
SUM RANGE- Means the Column that indicates the Amount or the values that will be
responsible to give you that Sum your finding.
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Example your given a Table that contains a lot of medicine but your told to add a
certain medicine only not all medicine amount
Consider the Table below it contains different medicines your work is to add amount of
Pen V that were collected in the store on date 12/2/2022 and 12/5/2022 only the
Formula to use is SUMIF
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For this Example the Range will be Cell B2:C6
Criteria will be the Cell Contains Pen V it can be Cell B2 or Cell B5
Sum range will be Highlighting of Cells in Column C thus Contains Amount
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If you Press Enter means the Computer will Add the Amount of Pen V only collected
in the store on date 12/2/2022 and 12/5/2022 and the Answer will be as follows
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Another Example
o The Sum IF gives the total number of any items for selected ranges.
o For instance here we want to calculate only the total sales amount for software items, to
o Here A2 and A7 defines the range for software and same way we can find sales amount
for hardware. (A2:A7, “hardware”, D2:D7).
Software
Hardware
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o The total sale amount of hard-ware and soft-ware in the table are as follows:
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Is the formula thus used to count number of cells that meet a specific criteria.
From the Function of Count which Count All items in given Table the Count IF means it counts
only the given criteria of items not all.
The Syntax for COUNTIF is as follows
Meaning of those terms
RANGE- Means the collection of all data that were filled in a Table you Highlight them
except Headings only.
CRITERIA- Means the Specific Item that you want computer to give you the answer
about it, you select it.
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Example your given a Table that contains a lot of medicine but your told to Count a
certain medicine only not all medicine i.e Resemble how many times that medicine
appears in a given Table.
Consider the Table below it contains different medicines your work is to Count how
many times MSETO were filled in the store on date 12/3/2022 and 12/6/2022 only the
Formula to use is COUNTIF
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For this Example the Range will be Cell A2:C6
Criteria will be the Cell Contains MSETO it can be Cell B3 or Cell B6
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If you Press Enter means the Computer will Count how many times MSETO only
were filled in the store on date 12/3/2022 and 12/6/2022 and the Answer will be as
follows
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Another Example
o COUNTIF function offers wide application.
o Here we have taken a simple example of COUNTIF function, where our motive is to find
the total number of cells whose value is greater than 3000.
o The total number of cells that has value greater than 3000.
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VI. INT FORMULA: INT (THIS NUMBER)
o Int formula is used to remove integer from the number like we have demonstrated over
here in below example.
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o Factorial formula will return the factorial of the number.
o To know the factorial number for 3, we use this formula.
o We can use this formula to know the probability for any number
3!
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Is the Formula that its used to value of the certain item that meet the given criteria
The Syntax for VLOOKUP is as follows
RANGE LOOKUP)
Meaning of those terms
LOOKUP VALUE- Means the Specific Item that you want computer to give you the
answer about it, you select it. It’s the same as Criteria
TABLE ARRAY- Means the collection of all data that were filled in a Table you
highlight them except Headings And Non Medicine Items as Date, Days S/N. It’s the
same as Range
.
COLUMN INDEX NUMBER- Means the Number of the column that contains the
answers that your finding Note you must count from the First Column you Highlight on
the Table array to the column that contains those details.
RANGE LOOKUP- It means the Exact match here you write zero so that even if the
answer your looking contains more than one answer must display only one answer.
my list sorted)
o VLookup formula is used when we know the detail of any object or person and,
retain other formation based on that detail.
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Example
Your Employed in One of the Pharmacy and on the first day a patient come to ask for a
medication of ASPRIN and you have to ask the price of the Medicine in the computer using
excel formula of VLOOKUP hence to know the price and tell the patient
Given the Table Below
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Thus the medicine were looking for is ASPRIN found in Cell B4 then Cell B2:C6 is
the Table Array or Range then Column Index Number is 2 means the starting point of
Table array was Cell b2 until c6 so the number of columns that were highlighted were
2 last the exactly match is 0 so that the answer will come only 1.
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If you Press Enter the Answer will come that that The Price of Asprin is How much so
that you can tell your patient
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Another Example
o For example here we have an example of the keyboard, where we know the retail price
of the keyboard but we don’t know how much total sale it made in California by selling
keyboard.
o This formula will give us the total sale amount based on the retail price.
o While applying this formula we have to ensure that whatever we are placing as ref, must
be unique, for example looking for any particular employee with its ID number it should
not be allotted to others otherwise it will show an error.
D7 and not E7
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o When formula is executed, the total sale amount shown is 2500
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The Microsoft Excel Functions (Function Wizard)
Ms Excel Function (Function Wizard)
analysis.
o SUM for summation of a range of numbers
o AVERAGE for calculating the average of a given range of numbers
o COUNT for counting the number of items in a given range
The importance of functions
o Let's say we would like to get the grand total for the above home supplies budget.
o To make it simpler, we can use a formula to get the grand total.
o Using a formula, we would have to reference the cells E4 through to E8 one by one.
o We would have to use the following formula.
o With a function, we would write the above formula as:
o As we can see from the above function used to get the sum of a range of cells, it is much
more efficient to use a function to get the sum than using the formula which will have to
reference a lot of cells.
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Common functions
S/ FUNCTION CATEGORY DESCRIPTION USAGE
N
in a range of cells
value in a range of
cells
value in a range of
cells
average value in a )
range of cells
of cells in a range of
cells
of characters in a
string text
that meet a specified
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criteria
F average value in a F8,"Yes",E4:E8)
range of cells that
meet the specified
criteria
of days between two
dates
system date and
time
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Numeric functions
S/N FUNCTION CATEGORY DESCRIPTION USAGE
supplied value is
numeric and false if
it is not numeric
number between 0
and 1
value to the specified
number of decimal
points
in the middle of the
set of given numbers
Pi
a number raised to a
power
remainder when you
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divide two numbers
to roman numerals
Date Time Functions
S/N FUNCTION CATEGORY DESCRIPTION USAGE
that represents the
date in excel code
days between two
dates
from a date value
from a time value
from a date value
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Computation of Mean using Excel functions
mode.
Statistical.
range just entered or you can select data by first
clicking the collapse icons.
These are the collapse icons and are used in
selecting ranges in many Excel dialogues.
Excel previews the result of applying the
function here.
Computation of Median and Mode in the Excel functions
MODE in step 4.
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Using formulae in cells to calculate descriptive statistical measures in Excel
Mode
Median
Mean
Using formulae in cells to calculate Measures of Dispersion in the excel
Range
Variance
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x x
2
S
2
N
x x
2
S
2
N 1
Standard Deviation Excel functions
Computation of Frequency in Excel
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data occur within each interval.
o FREQUENCY(DATA,BINS)
FREQUENCY is an array function.
This means that the function returns a
set of values rather than just one value.
To enter an array function, the range
that the array is to occupy must first
be selected and the function must be
entered by pressing
Shift+Ctrl+Enter instead of just Enter or using the mouse.
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between 40 and 49, 1 between 50 and 59, 3 between 60 and 69, 1 between 70 and 79, 3
between 80 and 89, and 2 scored between 90 and 100.
automatically.
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Evaluation Questions
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Explain the benefit of using formula in Excel sheet.
analysis.
o A PivotTable is an interactive way to quickly summarize large amounts of data. You
can use a PivotTable to analyze numerical data in detail, and answer unanticipated
questions about your data. A PivotTable is especially designed for: Querying large
amounts of data in many user-friendly ways.
What is a formula in Ms excel?
o A formula is an expression made up of cell addresses and arithmetic operators.
o A function is a predefined formula.
Procedures of inserting borders and alignment?
o Highlight all the columns and rows with data
o On the font ribbon bar, click on borders command
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Session 4: Creation of Chart from Health Data Using
Spreadsheet
Learning Tasks
By the end of this session students are expected to be able to:
CHART AS APPLIED IN MICROSOFT EXCEL
inventory figures in Excel for the past three years; using charts, the pharmacist can easily
tell which year had the most consumption of Malaria drugs and which year had the least.
Table 4: Sales of Computer Appliances at AB Computer Shop
Item 2012 2013 2014 2015
Desktop Computer 20 12 13 12
Laptops 34 45 40 39
Monitors 12 10 17 15
Printers 78 13 90 14
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A chart is a tool you can use in Excel to communicate data graphically. Charts allow your
audience to see the meaning behind the numbers.
The Types of Microsoft Excel Charts
Types of charts
recommendation of the chart type used.
List Excel Chart Types
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Explanation with Diagrams
The following table shows some of the most commonly used charts
S/N CHART WHEN SHOULD EXAMPLE
TYPE USE IT?
1 Pie Chart When user want
to quantify items
and show them as
percentages.
2 Bar Chart When user want
to compare values
across a few
categories. The
values run
horizontally
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3 Colum When user want
chart to compare values
across a few
categories. The
values run
vertically
4 Line chart When user want
to visualize trends
over a period of
time i.e. months,
days, years, etc.
5 Combo When user want
Chart to highlight
different types of
information
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The Scatter Chart
The purpose of a Scatter Chart is to observe how the values of two series compares over time
or other category.
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PARTS OF EXCEL CHART
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Explanation of Each part of the Graph
Chart area: Everything inside the chart window, including all parts of the chart (labels,
axes, data markers, tick marks, and other elements listed here).
Data marker: A symbol on the chart that represents a single value in the worksheet. A
data marker (or data point) may be a bar in a bar chart, a pie in a pie chart, or a line on
a line chart. Data markers with the same shape or pattern represent a single data series
in the chart.
Data series: A group of related values, such as all the values in a single row in the
chart. A chart can have just one data series (shown in a single bar or line), but it usually
has several.
Axis: A line that serves as a major reference for plotting data in a chart. In two-
dimensional charts there are two axes — the x-axis (horizontal/category) and the y-axis
(vertical/value).
Tick mark: A small line intersecting an axis. A tick mark indicates a category, scale, or
chart data series. A tick mark can have a label attached.
Plot area: The area where Excel plots your data, including the axes and all markers that
represent data points.
Gridlines: Optional lines extending from the tick marks across the plot area, thus
making it easier to view the data values represented by the tick marks.
Chart text: A label or title that you add to the chart. Attached text is a title or label
linked to an axis such as the Chart Title, Vertical Axis Title, and Horizontal Axis Title
that you can’t move independently of the chart.
Legend: A key that identifies patterns, colors, or symbols associated with the markers of
a chart data series. The legend shows the data series name corresponding to each data
marker (such as the name of the blue columns in a column chart).
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The Procedures of Creating a Chart Using Microsoft Excel
Procedures for creating charts in Excel
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The Procedures of Using Conditional Format in Microsoft Excel
Conditional Formatting
is true.
formatting to highlight all the sales figures that are greater than 30.
•
Procedures for conditional Formatting
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Procedures for removing conditional formatting
The importance of charts
Application of Spreadsheet Software
and the net pay.
total marks, average marks and grading.
total monthly expenses.
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Printing
When printing a worksheet you have a few options.
You can go to “Page Setup” to change the features of your work (the margins, the
paper size, the tabs, etc.) This will affect how your project will be printed.
You can select “Print Area,” which allows you to only print a highlighted area.
You can preview your printing job by selecting “Print Preview.”
Finally, you can print your job by going to the File Menu and selecting “Print,”
or you can use the shortcut button.
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Evaluation Questions
A chart is a tool you can use in Excel to communicate data graphically. Charts allow your
audience to see the meaning behind the numbers, and they make showing comparisons and
trends much easier
basis of conditions that you specify
Explain the three report formats that are available in Microsoft Excel.
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Session 5: Creation of Histogram from Health Data Using
Spreadsheet
Learning Tasks
By the end of this session students are expected to be able to:
HISTOGRAM
widths represent class intervals and whose areas are proportional to the corresponding
frequencies."
The Histogram Data Used in Microsoft Excel
o The data that required to analyze
o The bin numbers that represent the intervals by which it measures the frequency.
o These columns must contain the following data:
List two Types of Data required to create Histogram
Input data: This is the data that used to analyze by using the Histogram tool.
Bin numbers: These numbers represent the intervals that the Histogram tool is used
for measuring the input data in the data analysis.
bin.
and equal to or less than the greatest bound for the data bin.
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minimum and maximum values of the input data.
and shows a histogram table and a column chart that reflects the data in the histogram
table.
The Procedures for Creating Histogram in Microsoft Excel
Creating Histogram using Ms Excel
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NOTE: If you can't find the Data Analysis button; click here to load the Analysis ToolPak add-
in.
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change the Gap Width to 0%.
Border and select a colour.
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Evaluation Questions
A histogram is a column chart that shows frequency data.
A histogram is "a representation of a frequency distribution by means of rectangles whose
widths represent class intervals and whose areas are proportional to the corresponding
frequencies."
Bin numbers: These numbers represent the intervals that the Histogram tool is used for
measuring the input data in the data analysis.
Frequency Distribution in Excel is an array function used to give an impression of how the
data is spread out.
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presentation.
The main advantages of a histogram are its simplicity and versatility.
It can be used in many different situations to offer an insightful look at frequency
distribution. For example, it can be used in sales and marketing to develop the most
effective pricing plans and marketing campaigns
Demerits are:
Histogram.
o On a worksheet, type the input data in one column, and the bin numbers in ascending
order in another column. Click Data > Data Analysis > Histogram > OK. Under
Input, select the input range (your data), then select the bin range. … For more
information, see Create a histogram.
o Before creating a histogram chart, there is one more preparation to make – add the
bins in a separate column. Bins are numbers that represent the intervals into which
you want to group the source data (input data). The intervals must be consecutive,
non-overlapping and usually equal size
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Session 6: Report and Presentation of Health Related
Information Using Computer Packages
Learning Tasks
By the end of this session students are expected to be able to:
REPORT
o The report is a practical document that describes deals or analyses a situation such that
the reader can take specific actions about the situation.
o The report as a whole asks if there is a problem.
o The conclusion draws the various elements of this question together, typically
acknowledging that there is a problem and breaking it down into its component parts.
o The recommendations suggest the range of options available to solve the problem.
Describe three (3) Types of report
solutions
solution.
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Explain the six (6) Basic Principles of Good Report Writing
o Report factual information, for example “I saw.”
o Report information gained from the physical senses, for example, sight, smell, taste,
auditory, and touch.
o Be aware of feelings that may destroy objective descriptions. Strong feelings can cause
the writer to seek evidence to support her feelings and reject evidence that does not
support them.
o Make distinctions between fact and hearsay, fact and opinion, and fact and conclusions.
o Be clear about the meaning of words; avoid jargon.
o Clarify all abbreviations, such as SOB for shortness of breath.
o Proofread the report and rewrite as needed.
o Completeness is achieved by reporting all the facts discovered during the course of an
investigation or data collection.
o Information that appears irrelevant to the investigator may be relevant to the reviewer.
o In most cases, the only information the reader will have will be the information in the
report.
o Partially stated facts can be misleading and misinterpreted.
o Explain why certain information is lacking or incomplete.
o Provide a detailed explanation of the possible source of additional information and
undeveloped leads.
o Avoid unrelated, extraneous, incidental, and nonessential information and detail.
o Pay attention to grammar.
o Avoid adjectives, wit, sarcasm, flowery expressions, and repetition. A report is not a
literary or creative writing exercise.
o Use singleness of thought and purpose. A good report will give the reader a clear idea
or picture of the investigation or the information collected.
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o Use headings, paragraphing, sentence structure, indentations, underlining, and
capitalization to emphasize and give weight and/or visibility to information the
investigator deems more important.
o The investigator is a fact finder. Report the material and evidentiary facts without
addition or subtraction.
o Do not conceal or withhold information.
o Do not assume.
o Do not conclude.
o Maintain an unbiased and open mind about the case.
o Avoid formulating preconceived ideas about the guilt of the accused.
o Avoid becoming emotionally involved in the process of seeking information.
o Arrange the contents of the report in discrete sections to facilitate the reader’s review
and understanding of the report.
o Write in chronological order.
o Avoid ambiguous sentences and vague statements.
o Additional parts of the complete report may include the title page, information on
undeveloped leads, investigator’s conclusions, witness list, and exhibit/evidence list.
a summary of your report, including the main focus, or problem, and the results of your
investigation.
reason why your report is important, you may also include a brief description of your
findings. This summary should only be a general statement, without any detail or
explanation. While your introduction should include a thorough explanation of the topic
and the reason why your report is important, you may also include a brief description of
your findings. This summary should only be a general statement, without any detail or
explanation. Once you have explained your results, begin your discussion section with a
reminder of the main topic of your report. Remind the reader of what and why you were
originally investigating before launching into your interpretation of the results.
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Methodological of Report Writing
Title page
▼
Contents
▼
Introduction
▼
Methodology
▼
Findings
▼
Conclusion
▼
Recommendations
▼
Bibliography
▼
Appendices
▼
Glossary
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Numerate eight (8) Points to consider during report writing:
o Read journals for your subject.
o Remember that each finding should have a conclusion.
o Think about what a report does.
o Check department style and use that.
o Clarify your aims before you start.
o Consider who the reader is.
o Gather information to explain or define a situation.
o Swap with a friend; proof-read each other’s reports.
o Consider what you will need to tell your reader to get them there.
o Proof-read from end to beginning; this disrupts expectations.
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Evaluation Questions
The report is a practical document that describes deals or analyses a situation such that the
reader can take specific actions about the situation.
o Factual report: gathering information that explain or define a situation
o Instructional report: gathering information that explain a problem and offer a range of
solutions
o Persuasive report: gathering information that explain a problem and recommend a
solution.
HMIS NOTES
B.Boy
HMIS NOTES
B.Boy
Session 7: Computer Applications for Data Backup, Information
Searching and Learning
Learning Tasks
By the end of this session, students are expected to be able to:
I. DATA BACKUP
What is Data backup?
able to restore them in case of data loss.
Data Loss.
o To recover data after its loss, by data deletion or corruption.
o To recover data from an earlier time, according to a user-defined data retention policy
typically configured within a backup application for how long copies of data are required.
o Large File Transfer
o Human Error Eraser
o Virus Protection and Spyware Protections
o Prevent from Hard Disk Failure
o Prevent from Events beyond Human Control
o Free Up Disk Space.
HMIS NOTES
B.Boy
Describe eight (8) Data backup storage media
backup, archiving, and interchange.
competitive with magnetic tape as a bulk storage medium.
personal computers to store data.
drives, CompactFlash, SmartMedia, Memory Stick, Secure Digital cards are very
convenient for backing up low data volumes.
events such as fires, floods, or earthquakes which could destroy locally-stored backups.
restore in milliseconds of time.
useful for backup data storage.
media: for example inserting a tape into a tape drive or plugging in a cable.
o Off-site data protection: To protect against a disaster or other site-specific problem, many
people choose to send backup media to an off-site vault.
o The vault can be as simple as a system administrator's home office or as sophisticated as a
disaster-hardened, temperature-controlled, high-security bunker with facilities for backup
media storage.
equipped for data storage.
HMIS NOTES
B.Boy
Explain the Importance of Backing up Data
o Computers can do a lot of damage in a very short period of time.
o The fastest erasers known consist of a fast computer combined with an unprepared or tired
brain.
o Backup systems can save hours, days or months of trying to reconstruct valuable data.
o Before any important system change, such as adding hardware or software, it is important
to remember to backup all data before installation of the new system.
o MTBFs (Mean Times Between Failure) have improved dramatically in the past several
years for all peripherals.
This refers to data capacity and the amount of data that can be lost if the disk fails.
The problem is, nobody knows when a failure will occur.
o According to the Murphy's Law, the loss will occur at the worst possible time.
o Backup systems give immediate and automatic protection from unpredictable disk failures.
o Some unscrupulous individuals continue to write viruses that innocently hide in shareware
programs and all throughout the Internet.
o These programs have the capability to copy themselves and load into the system along with
the software that we downloaded from the internet.
o Once loaded, they proceed to wreak havoc the system, causing errors, lockups and loss of
data.
o A reliable backup system can restore data lost through virus infection when used in
conjunction with good virus detection software and an earlier backup.
o It is not easy to stop the steady growth of application software and related data in the
system.
o The only way of resolve this problem is to offload some of the less-used files from the hard
disk to a secondary storage medium like tape or DVDs.
o Removing those inactive files can open up the hard disk for new programs or growing data
files.
HMIS NOTES
B.Boy
o Inexpensive DVD or tape cartridges are a sure way to archive the programs and data
while still keeping them accessible when needed.
o It can enable to put off buying a larger disk.
o Both natural and manmade disasters inject a disconcerting variability into any application
that requires large amounts of data storage.
These include fire, floods, lightning and outright theft.
o After such an occurrence:
Business will failed to survive.
Regenerating vital billing or customer information would be very difficult from paper
records, if not impossible.
o Backup systems protect data against such calamity.
It was advised to do an extra backup weekly and store the backup either in a fireproof
safe or at an offsite location.
If the system goes, the data stays
It may mean the difference between business as usual and bankruptcy.
o Transferring large volumes of data can be time-consuming.
o Tape backup drives in particular have the capacity for very high data transfer rates
making them ideal for moving large quantities of data between systems.
o Tapes are also compact, inexpensive and have a long shelf life.
The data are archived and accessible for years to come.
With a tape backup system a system user can conveniently send a tape cartridge across
the country, through the mail or across the office in a shirt pocket.
HMIS NOTES
B.Boy
Explain the Causes of Data Loss
o The top risk of losing data is deleting files or parts of texts without having any backups
available.
o Updating files or deleting them is very common activities and we do them almost every
day.
o No wonder if we accidentally delete wrong files or overwrite the parts we did not intend.
o We often lose data simply because we do not have proper workflow procedures and backup
strategies.
o More efficient procedures for saving our work and making backups regularly will
definitely save a lot of time for us.
o There are numerous new viruses which attack computers every day.
o Being connected to worldwide network has many advantages; however, it opens computers
to many serious risks.
o Damages may differ greatly but the majority of viruses affects operational software,
misuses Internet connection and damages stored data.
o There are many different types of viruses and, often, data loss is just a side effect of some
larger damage done to operational system.
o The most dangerous are the attacks targeted to steal and damage business data.
Imagine the value of client databases, technical inventions, patient health information
essential for treatment and medication or financial transactions' history of the health
organization are destructed/ damaged with viruses.
o Hard drives of computers are the most fragile parts of computers; they break down more
often than any other device connected to computing.
o There are so many moving parts inside of hard drives that it is no wonder they break down
so easily.
o Once the serious problem occurs in the hard drive, there is no way even a professional
services provider can totally recover the important data in the drive.
o Memory devices are also often damaged when computers are accidentally dropped.
o Regular backups really help in case of hardware troubles.
HMIS NOTES
B.Boy
o There are two adversary effects of power failures.
When you are halfway through writing a long article and you have not saved it yet, then
in case of power going out you lose your data.
Another, even deeper problem may arise when power failures affect operation systems
or hardware of computers; shutting computer down suddenly without proper shutdown
procedures may cause problems with rebooting operation system later, these operation
system problems cause chain reaction and data might not be accessible any more.
o Sudden changes in voltage may damage many different computer parts.
Most problems can be solved by changing power supply unit but there are also a great
possibility for damaging other hardware elements of computer, e.g. hard drives and
other parts which are very sensitive to changes in voltage and strong magnetic fields.
o Having automatic backups enables to recover from any accidents caused by power
failures.
o It is a real tragedy to lose both computer and data at the same time.
o There is always the danger of burglars breaking the offices and stealing electronic devices.
o While traveling passengers leave the laptop in a bus/car, airport, conference centers,
coffee shops or any other crowded place.
o New computers cost some money, but very often the data saved to hard disks is even more
expensive.
o Even if there is no particular monetary value involved, personal memories, family pictures
or other heirlooms are certainly important and very valuable to any person who use
computer.
o Losing computer may be less painful, if a computer user use proper data backup strategy
and keep data in safe storage.
o Since laptop usage has been growing during past few years, the damages caused by
spilling drinks on to the computers have become more often as well.
o Average laptop does not have extra covers to protect internal parts from getting soaked.
o Liquids cause short circuit of important electronic components and they are really hard to
recover afterwards.
o Hard drives are usually placed in protective case and may be still used after getting a little
wet.
o However, harder soaking makes hard drives inaccessible.
o Another risk of the same category is dropping computer into water.
HMIS NOTES
B.Boy
o If the computer is completely immersed into water, it is really hard to fix anything
afterwards.
o Maybe visiting a repairman really quickly can save some parts of the computer appliances
otherwise it will be a useless computer.
o Also, if computer was not switched on at the moment of falling into water, the damage may
be less severe.
o Water accidents usually cause the loss of data saved to the hard drive.
o Explosions happen rarely but fire most probably completely destroys both a computer and
data saved on it.
o Fire is also dangerous to the backups that are stored in the same house.
o For example, having weekly backups stored on an external hard drive which is kept in
same building does not help much if the building burns down.
o In this case, both computer and backup drive will be destroyed and data will be completely
lost.
o The safest practice against fire is to make regular backups and keep them in other
(different) locations.
Mention eight 8 application software for Data backups
HMIS NOTES
B.Boy
II. COMPUTER VIRUS
HMIS NOTES
B.Boy
What is Computer Virus?
or erases data files
Symptoms of Virus Attack
Types of Computer Virus
HMIS NOTES
B.Boy
Explanation of Each Type of Virus
o A time bomb
o A logical bomb
has occurred.
o A worm
information, clogging the system so that its operations are slowed down or stopped
o A boot sector virus
virus is loaded into main memory and destroys data stored in hard disk
o A macro virus
opening the infected document, macro virus is loaded into main memory and destroys
the data stored in hard disk
o Script Virus
edition (VBS) and the JavaScript programming languages
o Trojan Horse
application software. If executed, computer system will be damaged.
Blended Threat
viruses, worms, Trojan horses and malicious code into one single threat.
spread an attack.
HMIS NOTES
B.Boy
Characteristics of blended threats are:
o It causes harm to the infected system or network
o It propagates using multiple methods
o The attack can come from multiple points
o The threats also exploit vulnerabilities
What is Spyware or Adware or Malware?
o Are illegal programs that come onto computer through browsing from internet
o It can slow the computer
List five (5) types of Malware
Actions to prevent Computer from virus infection
HMIS NOTES
B.Boy
III. COMPUTER ANTIVIRUS
The Program designed to protect computer from Virus Infections.
List Five 5 Common Exapmle of Antivirus program
Importance of Computer Ant viruses
(Write this points If the Questions asked on Short answer, if it’s on Essay then use Benefits
as Importance)
HMIS NOTES
B.Boy
The benefits of using antivirus software in the computer system
o Antivirus has the primary job of detecting any sought of viruses, spyware, malware and
other unknown threats and removing the same before they can do any harm to the data
present in a computer system.
Define Phishing
o Phishing is termed as an unauthorized attempt by any third person or hacker to access the
data present in the system, with the intention of stealing the same or infect the data so that
it can’t be usable to the user.
o With the increased use of the internet, various online cyber threats are affecting the data
security of the computer.
o Antivirus software takes control of the web activities limiting unauthorized access of any
online threat.
o Antivirus Software provides the advantage of quick scanning of any removable device
connect to the computer system and scans it for any unknown threats.
o The external drives are opened automatically after complete scanning of the removable
devices and removing any unknown threats present in it.
Define Firewall
Isa Network Security device that monitor Incoming and Outgoing Network traffic and decide
whether to allow or block specific traffic based on a defined set of security rules.
A firewall it can be hardware, software or both.
Firewall acts as a barriers between
HMIS NOTES
B.Boy
o Antivirus Software provides two-way firewall protection which puts a check in every
incoming and outgoing data/mail through the internet and blocks the same if it finds
something suspicious during transmission.
Enlist type of Firewall Solutions
o At present, most of the viruses and spam attacks are executed from the pop-up ads and
other spam website whose original intention is to steal confidential information from user’s
computer which could result in big financial losses.
o Some significant antivirus software provides the feature of password protection which
protects them from getting stolen by any third person or hackers.
o Nowadays, antivirus software developed in such a way that they don’t hamper the system
performance.
o Rather they come with built in modules which automatically deleted unwanted files and
folders from the computer system, thus increasing its performance speed.
Disadvantages of Ant viruses
HMIS NOTES
B.Boy
IV. INTERNET
By definition Internet refers to huge number of computer that shares resources and
information through network.
OR
Is the collection of massive number of computer that share resources and information
through network.
Internet can be accessed different multi medias.
Network is the protocol/ algorithm that allow communication between electronic devices.
Protocol means rules/ principles that guides electronic devices.
i.e http-Hyper Text Transfer Protocol
FTP-File Transfer Protocol
DSL-Digital Subscriber Line
ISP- Internet Services provider
IP- Internet Protocol
SMTP-Simple Mail Transfer Protocol
IMAP- Internet Message Access Control
INTRANET
Is a relatively smaller private Network that uses the Internet Protocol and connectivity.
EXTRANET
It is a private Network uses Internet Technology to share a part of the business Information and
operations with Suppliers and Customers
It can be part of Intranet that provides access to the users outside the Company.
HMIS NOTES
B.Boy
What are the Importance of Internet to the society?/ Explain uses of Internet and the
Web
TERMINOLOGIES FOUND ON INTERNET
Web
Website
Webpage
Web browser
Search Engine
HMIS NOTES
B.Boy
Web
Is the Multimedia Interface of the resources available on Internet.
Nowadays it use machine Learning to display Information on Internet.
HMIS NOTES
B.Boy
Website
Is the massive collection of Information found on Internet hence set as the Home page of WWW
(World Wide Web)
HMIS NOTES
B.Boy
Web page
Is the sheet that display materials found on the website.
HMIS NOTES
B.Boy
Web browser/ Internet Navigator
Is the software designed to display web pages.
List examples of Commonly used Web browser.
HMIS NOTES
B.Boy
Search Engines
The software programs designed to locate user for searching different Information on
Internet.
OR
Are Websites through which users can search internet contents.
List examples of Commonly used Search Engine.
HMIS NOTES
B.Boy
Enlist The four(4) top medical information search engine websites
HMIS NOTES
B.Boy
URL (UNIFORM RESOURCES LOCATOR)
Is the pathname to display resources available on internet
List the parts of URL
o Protocol
Protocols are rules for exchanging data between computers. The protocol http:// is the
most widely used Web protocol.
o Domain name (top level domain)
It is the name of the server where the resource is located. www.mtv.com is an example
of Server (Many URLs have additional parts specifying directory paths, file names, and
pointers.) The last part of the domain name following the dot (.) is the domain code. It
identifies the type of organization. For example, .com indicates a commercial site. The
URL http:// www.mtv.com connects your computer to a computer that provides
information about MTV.
o Domain code (example com)
Example
http://www.kiccohas.ac.tz/Login.index.html
Protocol Host Name Document Name
Name
HMIS NOTES
B.Boy
DOMAIN NAME
organization and the country in which the organization is located.
Domain name of a host computer includes
Example
www.kiccohas.ac.tz
Server Name Organization Type of Country Name
Name Organization
HMIS NOTES
B.Boy
Common Abbreviations in URLs
Abbreviations Meanings
Ac Academic
Co Company
Com Commercial
Edu Educational
Gov /go Government
mil Military
Org/ or Non Profit Organization
List five Internet Communications
HMIS NOTES
B.Boy
Explanations on Internet Connections
1. E-MAIL
Definition Email is the transmission of electronic messages from sender to
receiver through Internet
One way that people communicate with each other on the internet is by using electronic
It is like writing a real letter only typed an then transmitted over the internet.
Email message consists of five parts
E-MAIL ADDRESSES
Each email user has a name(Called a username or user account) and a server that holds
their email.
The username and server name are joined together to make your email address.
They are joined using the @sign, which distinguishes it from a web address.
For example: kosialucas14@Hotmail.com
HMIS NOTES
B.Boy
Advantages of email
Disadvantages of email
i.e Spamming is the process of sending insolated bulk message over an Email.
Mentions the Steps Required to Send Certain Document on Email (Practical)
email you want to send it to the Click Send to send.
HMIS NOTES
B.Boy
2. INSTANT MESSAGE (IM)
o Instant messaging (IM) is an extension of e-mail that allows two or more people
to contact each other via direct, live communication.
o To use instant messaging, you specify a list of friends (also known as buddies or
contacts) and register with an instant messaging server.
o Whenever you connect to the Internet, special software informs your messaging
server that you are online.
o In response, the server will notify you if any of your contacts are online.
o At the same time, it notifies your contacts that you are online.
o You can then send messages directly back and forth to one another.
o Many new instant messaging programs also include videoconferencing
features, file sharing, and remote assistance.
o To see how Instant Messaging works, visit us at www.olearyseries.com/CE06
and select Animations.
o The most widely used instant messaging services are AOLs Instant Messenger,
Microsoft's MSN Messenger, and Yahoo Messenger.
o One limitation, however, is that many instant messaging services do not support
communication with other services.
HMIS NOTES
B.Boy
3. DISCUSSION GROUPS
o You can also use e-mail to communicate in discussion groups with people you
do not know but with whom you wish to share ideas and interests.
o You can participate in forums and debates that range from general topics like
current events and movies to specialized forums like computer troubleshooting
and Hollywood animations. Discussion groups include mailing lists, news-
groups, and chat groups.
Mailing lists
list.
request to the mailing list subscription address.
Figure 7: Below is the Popular Mailing List:
DESCRIPTION SUBSCRIPTIONADDRESS
Music and bands dbird@netinfo.com.au
Movies moviereview@cuenet.com
Jokes Jokeaday.com
Travel tourbus@listserv.aol.com
the list.
subscription address.
HMIS NOTES
B.Boy
Newsgroups
are further subdivided into subtopics.
UseNet.
recent messages with the other computers on the UseNet.
reading only those of interest.
Figure 8: Popular Newsgroups
Description Newsgroups
aerobics fitness Misc.ftness.aerobic
Cinema Rec.arts.movies
Mountain biking Rec.bicycles.off-road
Music Rec.misic.hip-hop
Clip art Alt.binaries.cli-art
HMIS NOTES
B.Boy
Chat groups
face.
live with others by typing words on your computer.
and can respond in the same manner.
in which you are interested, and begin chatting.
done using special chat-client software.
observe or read the communications from others.
discussion group.
for-in which case, unsubscribe.
prevailing culture.
HMIS NOTES
B.Boy
List five Internet Connections
INTERNET SERVICES
LIST 3 CATEGORIES OF INTERNET SERVICES
List the ways that the Pharmaceutical Science students uses Internet
HMIS NOTES
B.Boy
DISSEMINATING OF PHARMACEUTICAL INFORMATION
Importance of Internet in disseminating pharmaceutical information
List Electronic Media used to disseminate Pharmaceutical Information
List Printed Media used to disseminate Pharmaceutical Information
HMIS NOTES
B.Boy
V. TECHNIQUES OF SEARCHING INFORMATION ON THE INTERNET
HMIS NOTES
B.Boy
Search Strategies/ Ways of Searching Information on Internet
HMIS NOTES
B.Boy
Explanation for Each type of Searching Technique
Keyword Searching
HMIS NOTES
B.Boy
Boolean Searching
It’s the kind of Search that uses the words as AND,OR and NOT
Boolean Searching – AND
(ie. “global warming” AND California
HMIS NOTES
B.Boy
Boolean Searching – OR
(ie. “global warming” OR “greenhouse effect”)
HMIS NOTES
B.Boy
Boolean Searching – NOT
the second term
(ie. Washington NOT school)
How to Use Boolean Logic
o Search: cats OR felines
o Search: cats felines
o Search: dyslexia AND adults
o Search: +dyslexia +adults
o Search: radiation NOT nuclear
o Search: radiation -nuclear
o Search: (cats OR felines) AND behavior
o Search: cats felines +behavior
HMIS NOTES
B.Boy
Question Searching
Phrase Searching
o Use quotation marks when the words should stay together in the order you typed
them.
o Search: “Abraham Lincoln” will find results with the president’s name. If you
just search abraham lincoln, you will get results that include any abraham and
any lincoln.
o Search: “math lesson plans”
o Search: “space shuttle”
Case Sensitivity Searching
command the engine to only look for a proper noun, thus narrowing your search.
CAPITALIZATION- Bill, bill, Gates, gates, Digital, digital, Lotus, lotus
HMIS NOTES
B.Boy
Field Searching
address of the site has a field, a picture has a field, etc.
name of the web site for example, or if you are just looking for pictures of tigers…
o title:welcome to Adobe Golive
o image:tiger
o anchor:click for HyperStudio stacks
all the sites that have this command somewhere on them. This example will enable you
to find many HyperStudio stacks.
HMIS NOTES
B.Boy
Procedures of searching information on the internet
Google.
Step 1: Go to Google (But Which Google?)
Figure 10: Google Search
the user to the main Google web site, which is designed to serve the world in general.
Step 2: Go To Google via a Toolbar
popular browsers.
HMIS NOTES
B.Boy
Figure 11: Omnibox
Step 3: Enter Search Terms
box.
Figure 12: Search box
HMIS NOTES
B.Boy
Step 4: Review Search Results
Figure 13: Search results
HMIS NOTES
B.Boy
Step 5: Preview Answers
you’re looking for.
Step 6: Refine the Google Search
are its best guess.
HMIS NOTES
B.Boy
Evaluation Questions
Computer virus refers to a program which damages computer systems and/or destroys or
erases data files
While
Antivirus are programs that’s designed to protect computer from virus Infectiions.
o Antivirus has the primary job of detecting any sought of viruses, spyware, malware and
other unknown threats and removing the same before they can do any harm to the data
present in a computer system.
Define Phishing
o Phishing is termed as an unauthorized attempt by any third person or hacker to access the
data present in the system, with the intention of stealing the same or infect the data so that
it can’t be usable to the user.
o With the increased use of the internet, various online cyber threats are affecting the data
security of the computer.
o Antivirus software takes control of the web activities limiting unauthorized access of any
online threat.
o Antivirus Software provides the advantage of quick scanning of any removable device
connect to the computer system and scans it for any unknown threats.
o The external drives are opened automatically after complete scanning of the removable
devices and removing any unknown threats present in it.
HMIS NOTES
B.Boy
Define Firewall
Isa Network Security device that monitor Incoming and Outgoing Network traffic and decide
whether to allow or block specific traffic based on a defined set of security rules.
A firewall it can be hardware, software or both.
Firewall acts as a barriers between
o Antivirus Software provides two-way firewall protection which puts a check in every
incoming and outgoing data/mail through the internet and blocks the same if it finds
something suspicious during transmission.
Enlist type of Firewall Solutions
o At present, most of the viruses and spam attacks are executed from the pop-up ads and
other spam website whose original intention is to steal confidential information from user’s
computer which could result in big financial losses.
o Some significant antivirus software provides the feature of password protection which
protects them from getting stolen by any third person or hackers.
o Nowadays, antivirus software developed in such a way that they don’t hamper the system
performance.
o Rather they come with built in modules which automatically deleted unwanted files and
folders from the computer system, thus increasing its performance speed.
HMIS NOTES
B.Boy
o The top risk of losing data is deleting files or parts of texts without having any backups
available.
o Updating files or deleting them is very common activities and we do them almost every
day.
o No wonder if we accidentally delete wrong files or overwrite the parts we did not intend.
o We often lose data simply because we do not have proper workflow procedures and backup
strategies.
o More efficient procedures for saving our work and making backups regularly will
definitely save a lot of time for us.
o There are numerous new viruses which attack computers every day.
o Being connected to worldwide network has many advantages; however, it opens computers
to many serious risks.
o Damages may differ greatly but the majority of viruses affects operational software,
misuses Internet connection and damages stored data.
o There are many different types of viruses and, often, data loss is just a side effect of some
larger damage done to operational system.
o The most dangerous are the attacks targeted to steal and damage business data.
Imagine the value of client databases, technical inventions, patient health information
essential for treatment and medication or financial transactions' history of the health
organization are destructed/ damaged with viruses.
o Hard drives of computers are the most fragile parts of computers; they break down more
often than any other device connected to computing.
o There are so many moving parts inside of hard drives that it is no wonder they break down
so easily.
o Once the serious problem occurs in the hard drive, there is no way even a professional
services provider can totally recover the important data in the drive.
o Memory devices are also often damaged when computers are accidentally dropped.
o Regular backups really help in case of hardware troubles.
HMIS NOTES
B.Boy
o There are two adversary effects of power failures.
When you are halfway through writing a long article and you have not saved it yet, then
in case of power going out you lose your data.
Another, even deeper problem may arise when power failures affect operation systems
or hardware of computers; shutting computer down suddenly without proper shutdown
procedures may cause problems with rebooting operation system later, these operation
system problems cause chain reaction and data might not be accessible any more.
o Sudden changes in voltage may damage many different computer parts.
Most problems can be solved by changing power supply unit but there are also a great
possibility for damaging other hardware elements of computer, e.g. hard drives and
other parts which are very sensitive to changes in voltage and strong magnetic fields.
o Having automatic backups enables to recover from any accidents caused by power
failures.
o It is a real tragedy to lose both computer and data at the same time.
o There is always the danger of burglars breaking the offices and stealing electronic devices.
o While traveling passengers leave the laptop in a bus/car, airport, conference centers,
coffee shops or any other crowded place.
o New computers cost some money, but very often the data saved to hard disks is even more
expensive.
o Even if there is no particular monetary value involved, personal memories, family pictures
or other heirlooms are certainly important and very valuable to any person who use
computer.
o Losing computer may be less painful, if a computer user use proper data backup strategy
and keep data in safe storage.
o Since laptop usage has been growing during past few years, the damages caused by
spilling drinks on to the computers have become more often as well.
o Average laptop does not have extra covers to protect internal parts from getting soaked.
o Liquids cause short circuit of important electronic components and they are really hard to
recover afterwards.
o Hard drives are usually placed in protective case and may be still used after getting a little
wet.
o However, harder soaking makes hard drives inaccessible.
o Another risk of the same category is dropping computer into water.
HMIS NOTES
B.Boy
o If the computer is completely immersed into water, it is really hard to fix anything
afterwards.
o Maybe visiting a repairman really quickly can save some parts of the computer appliances
otherwise it will be a useless computer.
o Also, if computer was not switched on at the moment of falling into water, the damage may
be less severe.
o Water accidents usually cause the loss of data saved to the hard drive.
o Explosions happen rarely but fire most probably completely destroys both a computer and
data saved on it.
o Fire is also dangerous to the backups that are stored in the same house.
o For example, having weekly backups stored on an external hard drive which is kept in
same building does not help much if the building burns down.
o In this case, both computer and backup drive will be destroyed and data will be completely
lost.
o The safest practice against fire is to make regular backups and keep them in other
(different) locations.
A data backup is the result of copying or archiving files and folders for the purpose of being
able to restore them in case of data loss.
OR is the process storing data or Information for future use hence to be restored in case of
Data Loss.
typically configured within a backup application for how long copies of data are required.
HMIS NOTES
B.Boy
Types of Computer Virus
Types of Anti Virus
HMIS NOTES
B.Boy
Session 8: Utilization of Computer Packages in Ordering,
Invoicing, Dispensing, Selling and Inventory Management
Learning Tasks
By the end of this session, students are expected to be able to:
HMIS NOTES
B.Boy
Terminologies Found in Electronic – Commerce
o It is software installed on the computer systems that enables a firm (in this case a
pharmacy) to keep a check on the inventory levels by performing the automatic
counting of inventories, recording withdrawals and revising the stock balance.
o This is an act of electronically exchanging of the invoice document between supplier
and a buyer in an integrated electronic format.
Enlist two types of formats Allowed for an e-Invoice
Note: true definition of an electronic invoice is that it should contain data from the supplier in
a format that can be entered (integrated) into the buyers Account Payable (AP) system without
requiring any data input from buyers AP administrator.
o Give an authoritative direction or instruction to do something
o Any of a number of categories of relations that permit at least some members of their
domain to be placed in order
o Request (something) to be made, supplied, or served
HMIS NOTES
B.Boy
Demonstrate Procedures for Electronic Ordering and Invoicing
Electronic Ordering Captured from eLMIS
o Click order management menu , from the order management menu click create
order
o Click inside the ship to my site box and type the first few characters of your site.
The system will automatically match the ship to sites, selected and list of that site
will appear in the box below. Then select your site from the list.
o Using the procedure described in step2, select vendor, ship from, vendor site
o Using the date button and the time button, select the req. delivery date and
req.ship date
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o Click adds line to add lines to the purchase order.
o Chose product group
o Click on product group button, select product group and click search. Select your
product then click ok.
o Click save option or submit option.
o Click on approve for order and for confirmation order will go to a new status.
o A good example is that of an Electronic Dispensing Tool (EDL) for which is a software
program that helps pharmacy staff efficiently manage both patients and their
antiretroviral.
o it contains fields in which you fill relevant data that is used to monitor patient
adherence, trace dispensing history, show therapy regimen and status changes also
appointment keeping, inventory management, and early indicators of HIV medicine
resistance to antiretroviral.
o After a patient is identified it takes less time to attend to them.
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o Also referred to as e-commerce is the buying and selling of goods and services over an
electronic network, primarily the internet.
o Types of transactions that occur
o Business to business (B2B)
o Consumer to consumer (C2C)
o Business to Consumer (B2C)
o Consumer to Business (C2B)
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List Common Inventory Management Applications Software
o Electronic Logistic Management Information System (eLMIS)
Is a revolutionary and cost-effective system of health data management that
ensures greater commodity security and better health outcomes for people in a
given locality like say Tanzania.
o District Health Information Software 2 (DHIS2)
is a free and open source health management data platform used by multiple
organizations, and governments worldwide. Since DHIS2's release in 2006,
NGOs and national governments in 60 countries have deployed DHIS2 for
health-related projects, including patient health monitoring, improving disease
surveillance and pinpointing outbreaks, and speeding up health data access.
o Zoho Inventory
Popular inventory management solution for small and large companies, used to
automate their order and inventory management, and to keep track of delivery in
order to make smarter business decisions. It also includes a powerful analytic
and reporting kit, and out-of-the-box features such as inventory replenishment for
avoiding stock-outs.
o Cin7
A complete, automated point-of-sales package and inventory management suite
created to cater to the needs different business sizes and industries. Completely
cloud-based, this platform offers top-of-the-line features that let you sell and
distribute your products more quickly and efficiently.
o TradeGecko
A top-listed inventory specialists’ choice for cloud based and automated delivery
of asset management services. Ideal for multi-channel and multiregional
wholesalers and distributors who find it handy to manage sales, supply chains,
and customer relationships from a single location.
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o Brightpearl
Another recommended multi-channel retail management system that is a solid
TradeGecko alternative and helps businesses handle orders, inventory, customer
data, accounting and reporting. It offers an advanced sales management kit, and
integrates with all popular marketplaces and payment gateways.
o SellerCloud
An eCommerce and inventory management solution used to manage the full scope
of multi-channel selling. From inventory and warehouse management, publishing
listing to marketplaces, to order processing and shipping, as well as accounting
integration, this Zoho Inventory alternative does all the work needed.
o Logiwa
A cloud-based warehouse management software that caters specifically to small
and medium-sized businesses in the retail and e-commerce industries, giving
them a user-friendly platform that comes with all the core capabilities and
features to address their complex needs and requirements.
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Mention five (8) inventory management application
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Explain eight (8) Importance or Benefits of Cloud Inventory Management
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Evaluation Questions
o Give an authoritative direction or instruction to do something
o Any of a number of categories of relations that permit at least some members of their
domain to be placed in order
o Request (something) to be made, supplied, or served
o Also referred to as e-commerce is the buying and selling of goods and services over an
electronic network, primarily the internet.
o A good example is that of an Electronic Dispensing Tool (EDL) for which is a software
program that helps pharmacy staff efficiently manage both patients and their
antiretroviral.
o it contains fields in which you fill relevant data that is used to monitor patient
adherence, trace dispensing history, show therapy regimen and status changes also
appointment keeping, inventory management, and early indicators of HIV medicine
resistance to antiretroviral.
o This is an act of electronically exchanging of the invoice document between supplier
and a buyer in an integrated electronic format.
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o Electronic Logistic Management Information System (eLMIS)
o District Health Information Software 2 (DHIS2)
o Zoho Inventory
o Cin7
o TradeGecko
o Brightpearl
o SellerCloud
o Logiwa
o it contains fields in which you fill relevant data that is used to monitor patient
adherence, trace dispensing history, show therapy regimen and status changes also
appointment keeping, inventory management, and early indicators of HIV medicine
resistance to antiretroviral.
o After a patient is identified it takes less time to attend to them.
o Structured invoice data issued in Electronic Data Interchange (EDL) or XML formats
o Structured Invoice data Issued using standard Internet based web forms
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Session 9: Components of WHO Health Management
Information System
Learning Tasks
By the end of this session, students are expected to be able to:
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World Health Organization (WHO) is the Organization that deals with giving the
Guidelines to all Health Institutions and Hospitals on different ways to deals with diseases the
medications for different disease the way to handle Physiotherapy issues the Foods required for
different patients and billing for medications.
Terminologies Found in World Health Organization (WHO)
A collection of components that work together to achieve a common objective.
is an organized system with interrelated components used for the collection, organization,
storage and communication of information.
capture, store, manage, or transmit information related to the health of individuals or the
activities of an organization that work within the health sector
deals largely with patient or individual health-related data.
Is a data collection system specifically designed to support planning, management, and
decision making in health facilities and organizations.
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When WHO Guideline Book Sent to any Country Example Tanzania will reach to the
Department of Heath for Check up and other decision making, during their checkups the
factors or kind of Information that they will be looking are as follows
o Health determinants:
In this part they look for the following issues
Socioeconomic factors
For social Economic Factor means Availability of resources to meet daily needs as
Job Opportunities
Living wages
Health Foods
Poverty
Quality of Schools
Transportations
Environmental factor
Exposure to Toxic or Hazards
Physical barriers for people with disabilities
Behavioural factors
Diet
Physical Activities
Alcohols
Cigarette
Hand washings
Genetic Factors
Heritage diseases
Age
Sex
HIV Status
Haemophilic
and the contextual environments within which the health system operates.
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o Inputs to the health system and related processes
Policy and organization
Health infrastructure
facilities and equipment
Costs
Human and financial resources
and health information systems.
o The performance or outputs of the health system
Availability
Accessibility
Quality and use of health information and services
Responsiveness of the system to user needs
And financial risk protection.
o Health outcomes
Mortality
Morbidity
Disease outbreaks
Health status
Disability
And wellbeing.
o Health inequities
Determinants
Coverage of use of services
Health outcomes
And including key stratifies such as sex, socioeconomic status, ethnic group
And geographical location.
of health information have access to reliable, authoritative, usable, understandable and
comparative data.
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Components of WHO Health Management Information System
components interact with one another to produce better information for better decisions and
better health.
elements which are: inputs, processes, and outputs.
managed.
Describe the six components of a health information system / WHO
The main components are three (Input, processing and Output)
Explanation of the Components
In the Input Component of WHO it deals with Resources of Health Information System
Define Health information system resources
It’s one of the Component of WHO that deals with regulatory, planning frameworks required to
ensure a fully functioning health information system, and the resources.
List five (5) kind of Health information system resources
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In the Processes Component of WHO it deals with Indicators, Data sources and Data
Managements.
o Indicators.
information is the basis for a plan and strategy for a health information system.
Indicators need to encompass determinants of health; health system inputs, outputs,
and outcomes; and health status.
o Data sources
Mention two main categories of Data Sources:
o Data management.
flow, processing, compilation, and analysis.
o Information products.
evidence and knowledge to shape health action.
o Dissemination and use.
to decision makers (giving due attention to behavioural and organizational
constraints) and by providing incentives for information use.
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List six Components of HMIS/ WHO/ HMS
List five (5) Key performance indicators of health management system/ WHO/ HMIS
List eight (8) Key performance indicators of health management system/ WHO/ HMIS
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The Performance Indicators of Health Management Information System
into two types:
o Indicators related to data generation using core sources and methods:
Health surveys
Civil registration
Census
Facility reporting
And health system resource tracking.
These reflect country capacity to collect relevant data at appropriate intervals and
use the most appropriate data sources.
Benchmarks include periodicity, timeliness, and contents of data collection tools and
availability of data on key indicators.
o Indicators related to country capacities for synthesis, analysis and validation of data.
These measure key dimensions of the institutional frameworks needed to ensure data
quality, including independence, transparency and access.
Benchmarks include the availability of independent coordination mechanisms and
the availability of micro-data and metadata.
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The Importance of Health Management Information System
o Any project or programme in the health sectors has goals to be met within a specific
period of time.
o In order to monitor if the goal is being reached, or has been reached, information is
required.
o Similarly, the Ministry of Health including vertical programme needs information to
monitor improvement of health care delivery.
o In order to obtain this information, there is need of having a health information system,
which will ensure that information is obtained in the manner required by the planners
and mangers.
o In order to utilize limited resources adequately one needs to plan.
o How can one know that project A needs more funding than project B, it is only through
an adequate health information system that can be able to determine this.
o Allocation of human and non-human resources in health sector needs data.
o Formulation of health policies in health sector needs accurate and adequate data from
health facilities and communities.
o In order to coordinate activities carried out by various national health programmes and
Non-Governmental organization, there is a need of having a Health Information System.
o Through HIS, the Ministry of health can be able to determine if the programmes and
Non- Governmental Organization `s are performing their roles as expected.
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Evaluation Questions
is an organized system with interrelated components used for the collection, organization,
storage and communication of information.
capture, store, manage, or transmit information related to the health of individuals or the
activities of an organization that work within the health sector
deals largely with patient or individual health-related data.
Is a data collection system specifically designed to support planning, management, and
decision making in health facilities and organizations.
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Session 10: Utilization of HMIS (MTUHA) Database in
Capturing and Managing Pharmaceutical Data
Learning Tasks
By the end of this session, students are expected to be able to:
2 Software
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HMIS/MTUHA
• MFUMO WA TAARIFA ZA UENDESHAJI WA HUDUMA ZA AFYA
The system is categorized into two parts
The purposes of HMIS
MTUHA have 20 books were specific are 16 and 4 additional
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Explanation for Part one on BOOKS/ DEPARTMENTS
BOOK 1; GUIDELINES
It contains the following contents
o Definition of HMIS
o The background of HMIS
o Source of HMIS data
o Key issues in HMIS
o HMIS Tools
o Challenges in HMIS
o Explain the five groups of HMIS books
Definition of HMIS
Background of HMIS
countrywide
countrywide
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Source of MTUHA data
HMIS data will be extracted from the following main areas:
Key Issues in HMIS
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Explanation of Key Issues
Confidentiality
handled by or exposed to unauthorized person.
Mention the Audiences of MTUHA Data.
Authorized persons include the following groups:
require the handling of patient/client records.
programmes.
of Tanzania (e.g., Government, Parliament, the judiciary and executives)
confidentiality is on the administrative authority of the facility in question.
Serious disciplinary steps will be taken where there is proof of negligence on this
issue of confidentiality.
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Health Facility Management
HMIS facilitates good management of a health facility through:
available and disbursements for service improvement, maintenance and repairs of
buildings, equipment and salaries are made
meetings and further actions as needed
Information on Tools and equipment
Tools and equipment in the context of the HMIS are used to meet the following goals:
Quality of Health Care
HMIS facilitates improvement of the quality of health care provided through:
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HMIS Tools
HMIS uses three main tools in collection, analysis, storage, management, and reporting of
data:
HMIS books/register
o Book 1: HMIS Guidelines
o Book 2: Health Facility information Book
o Book 3: Community book
o Book 4: Ledger book
o Book 5: Out-patient register
o Book 6: Antenatal care register
o Book 7: Child register
o Book 8: Family planning register
o Book 9: Diarrhoea treatment corner
o Book 10: Facility annual Report book
o Book 11: Dental and oral health register
o Book 12: Labour & Delivery book
o Book 13: Postnatal Register
o Book 14: In-patient Department Register
o Book 15: Human Resource Register
o Book 16: Eye Register
Currently HMIS (MTUHA) has added other registers which are yet to be numbered, these
are:
o Malaria laboratory investigation register
o Dispensing register
o Monthly Tracer medicine register
o Death notification form/register
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o Laboratory register
o Physiotherapy register
o Mortuary register
Explanation of HMIS books groups.
o This is Book No. 1. It is used as an instruction manual and reference to other
books/registers, i.e., Books No. 2–16.
o Each facility should have at least one copy.
o The HMIS Programme will ascertain that each division in each health service delivery
facility obtains at least one copy.
o These books are used to collect data on different aspects of health (Books No. 2, 3, 4, 5,
6, 7, 8, 9, 11, 12, 13, 14, 15 and 16).
o New books and registers have been added to this list.
They include the malaria laboratory investigations register, dispensing register, monthly
tracer medicine register and death notification form/register.
o These forms are used to track data for analysis.
o This is then used in report writing.
o Each HMIS register/book should have a tally sheet which will be used jointly with
some register/book for collecting data
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o The HMIS uses monthly report forms to collect data each month.
o These forms are in duplicate: one copy is sent to the district while the other is kept at
the health facility
o The HMIS annual book is used to summarize data from the Facility health information
register (book 2) and community register (book 3)
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BOOK 2; HEALTH FACILITY
By the end of this session, participants are expected to able to:
Introduction of Health Facility Information Book
The Ministry of Health, Community Development, Gender, Elders and Children, through this
book describes health areas required to be reported annually apply: supervision visits
meetings, staff absences, procurement of buildings, transport facilities, fixed assets, building
renovation or maintenance, transport facilities and fixed assets repairs/ maintenance, unit
number of blood in the blood bank, radiology services and pathology services.
This book is divided into eight main sections.
The sections are:
Section 1: Reports of supervision visits meetings information
Section 2: Reports information of staff absences at work
Section 3: Reports of purchase/ procurement of building, transport facilities or fixed
assets
Section 4: Reports of information for construction or rehabilitation of buildings
Section 5: Reports of information on maintenance of transportation facilities or fixed
assets
Section 6: Reports of information of blood bank
Section 7: Reports of information of radiology services
Section 8: Report of information of pathology services
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BOOK 3; COMMUNITY HEALTH
Learning Objectives
By the end of this session, participants are expected to able to:
Background information
nearest health facility using the official laid down procedures of the MoHCDGEC for
further analysis and action
community which surrounds the health facility
Importance of Community Health Book
the health facility in order to lay strategy on how to intervene health problems.
village/street
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BOOK 4; HMIS LEDGER REGISTER
Learning Objectives
By the end of this session, participants are expected to able to:
Introduction to ledger Register
This ledger is intended mainly for store keeper and any other staff who is responsible for
keeping, monitoring and issuing of medicines and medical supplies from the store.
all medicines available in the medicine kit, vaccines, family planning commodities,
different client’s cards, HMIS forms and medicines and medical supplies available through
other channels apart from medicine kit and supplies.
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BOOK 5: HMIS OUT-PATIENT REGISTER TOOL
Learning Objectives
By the end of this session, students are expected to able to:
Parts of OPD register
OPD register has two important parts
notifiable disease is at the end of the register
of immunization
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Out Patient Department (OPD) Important Terminologies
o The visit by a patient to the OPD for the first time is referred to as ‘First Attendance’.
Each first attendance is given a number beginning each month with number ‘1’. The
total number of first attendances determines the workload at the OPD.
o “Diagnosis” is the problem identified by a doctor from the patient whether confirmed
in the laboratory or not. This problem may be an actual disease or related to another
disease.
o A patient’s visit to a facility for the first time in a year, even with a long illness,
should be regarded as first attendance. Subsequent visits, in that year, are referred to
as return visits.
o Patients carrying on with long term treatment (for example for management of
tuberculosis or hypertension, chronic diarrhoea or Diabetes mellitus)
All return-visits will be tallied in the tally sheet as return visit
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Out Patient Department (OPD) Tools
information for OPD patients, which is reported at higher levels, is classified correctly
and summed-up easily for purposes of reporting.
NB: The register should be filled out concurrently with the Tally Sheet Forms for
accuracy of data. Start with the Tally Sheet Form.
following the reporting month. It is sent to the district but a copy remains at the facility.
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BOOK 6; HMIS ANTENATAL CARE (ANC) TOOLS
Learning Objectives
By the end of this session, students are expected to able to:
HMIS ANC Tools
Services provided to pregnant women are recorded in three tools:
for pregnant women required to be reported at higher levels is classified correctly and
later totalled in an easy manner to aid report-writing.
first day at the clinic to the day of delivery.
with the Tally Sheet Form.
month following the reporting month. The original form is sent to the district while the
copy remains at the facility.
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BOOK 7;REPRODUCTIVE AND CHILD HEALTH TOOLS
Learning Objectives
At the end of this session, participants will be able to:
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Reproductive and child health Services
Reproductive and Child Health (RCH) has been defined as a state in which “People have the
ability to reproduce and regulate their fertility; women are able to go through pregnancy and
childbirth safely, the outcome of pregnancy is successful in terms of maternal and infant
survival and wellbeing; and couples are able to have sexual relations free of the fear of
pregnancy and contract diseases”.
Different sources of data/information from RCH Services
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Different types of information cards used in RCH Services
It is used to track development and growth of the infant until the age of 5 years. The
card has information on weight, height, vaccination/immunisation and diseases.
to the clinic. It is used to track development of the woman during pregnancy, during
delivery and after delivery.
women who receive the vaccine for the first time, for records of tetanus vaccines
received by the woman.
receives FP services. It contains all counselling and information provided to the client
with respect to FP services. The card is maintained at the clinic.
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BOOK 8; HMIS FAMILY PLANNING TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
HMIS Family Planning tools
information required at higher levels on clients seeking family planning services is
classified correctly and later totalled easily.
each visit to the clinic.
month following the reporting month. The original is sent to the district while the copy
remains at the facility
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BOOK 9; HMIS DIARRHOEA TREATMENT CORNER (DTC) TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
Identify three DTC tools
Describe the structure of DTC Tools
Describe how to fill the DTC Tools
DTC tools
information on patients with diarrhoea, which needs to be reported at higher levels, is
classified accordingly and totalled easily.
under 5 years of age.
of the month following the reporting month the original is sent to the district while the
copy remains (in the book) at the health facility.
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BOOK 10; HMIS FACILITY ANNUAL REPORT BOOK
Learning Objectives
By the end of this session, participants are expected to be able to:
Introduction of Health Facility report book
related data and HMIS book 3 which captures data from the community
served by the health facility, health facility administration data, other health services
practitioners in the village/street, report on deaths occurred in the village/ street,
environmental sanitation data in the village/street and occupational diseases and
accidents
to enable a copy to remain in the book. This book should be filled every first week of the
New Year and sent immediately to the DMO.
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BOOK 11; DENTAL AND ORAL HEALTH TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
Dental and oral health Tools
Dental and oral health services are captured in three tools:
to ensure that information for Dental patients, which is reported at higher levels, is
classified correctly and summed-up easily for purposes of reporting.
oral health Department.
o Note: The register should be filled out concurrently with the Tally Sheet Forms
for accuracy of data. Start with the Tally Sheet Form.
following the reporting month. It is sent to the district but a copy remains at the facility
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BOOK 12; HMIS LABOUR AND DELIVERY TOOLS
Learning Objectives
By the end of this session, participants are expected to be able to:
Labour and Delivery tools
Labour and delivery services are recorded in 3 tools
information for pregnant women, which is required at higher levels, is classified
correctly and later totalled easily.
women and child during and after delivery. It has been designed to be useable at both
maternity wards and in smaller delivery rooms.
week of the month following the reporting month. The original is sent to the district
while the copy remains (in the book) at the health facility
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BOOK 13; HMIS POST NATAL TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
Post natal tools
Postnatal services are captured in three tools:
information for postnatal mothers, which is reported at higher levels, is classified
correctly and summed easily.
mother and the new-born child from the day of delivery up to 6 weeks or 42 days.
o NB: The register should be filled out concurrently with the tally form for
accuracy. Begin with the Tally Sheet Form.
month following the reporting month. The original form is sent to the district and a
clean copy remains at the facility
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BOOK 14; IN PATIENTS DEPARTMENT (IPD) TOOLS
Learning Objectives
By the end of this session, participants are expected to be able to:
In patient department tools
In-patient Department services are recorded in three tools
information on in-patients that needs to be reported at higher levels is classified
correctly and later totalled easily for purposes of reporting.
up to that of discharge (whether by discharge, death, referral or absconding from
facility).
NB: Fill out the Register concurrently with the Tally Sheet Form for accuracy
of data. Begin with the Tally Sheet Form.
month following the reporting month. The original form is sent to the district
while a copy remains at the facility.
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BOOK 16; EYE DEPARTMENT TOOLS
Learning Objectives
By the end of this session, participants are expected to be able to:
Eye department tools
Eye Department services are recorded in three tools:
ensure that information on Eye service that needs to be reported at higher levels is
classified correctly and later totalled easily for purposes of reporting.
daily basis. It is also called HMIS book 16
NB: Fill out the Register concurrently with the Tally Sheet Form for
accuracy of data. Begin with the Tally Sheet Form.
following the reporting month. The original form is sent to the district while a copy
remains at the facility.
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HMIS TRACER MEDICINE FORMS
By the end of this session, participants are expected to be able to:
Identify HMIS Tracer Medicine forms
Describe the structure of Tracer Medicine forms
Tracer Medicine Forms
This form is used to monitor indicator on availability of essential health commodities
(Essential Medicines, Medical devices, Vaccines and Laboratory commodities) at
facility.
For each tracer line, ‘availability’ is defined as continuous supply of the specified item
or therapeutic equivalent. If the required service or treatment was provided to clients
and patients of all age groups throughout the month, then the tracer line is defined as
available
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PART TWO; DATABASE PART
In Database also its Divided into two parts
I. MTUHA PART
Definitions of Different Terminologies
information.
o It can be used by the managers to perform effective and successful operations of
management.
o It provides a view of past activities related to performance of an organization or
activity (e.g. research or evaluation) and it enables the user to make better decision
for future.
o Data is very useful for generating reports, graphs and statistics.
o The manipulated and processed form of data is called information.
o § For example: Data collected from census may be used to generate different types
of information. The government can use some of it to determine the literacy rate in
the country. This information is very important in decision making on how to
improve literacy rate.
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data with the goal of highlighting useful information and suggesting conclusions.
relevant structure or circumstances.
o It is the power to internalize analyzed data quarrel in relation to the real pertaining
situation.
improvement and or just getting informed on an existing event or situation.
directly from a patient/client, a person in a community or from a health facility itself
Importance of data analysis
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Methods of Summarizing HMIS (MTUHA) Data
used to summarize data from HMIS (MTUHA) books and registers. It may be used to
capture data directly from the primary site
series of observations. The importance of it is to show trends in data
of each value.
in continuous bars. It shows a pattern of events into each of the categories. Diagram
which represents the class interval and frequency in the form of a rectangle. There will
be as many adjoining rectangles as there are class intervals
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Capture and Process Data Using HMIS (MTUHA) Database Software
In order to get Access to the system there are kind of applications that you might apply
namely
Service Applications: They are used to collect data, validate, analyze and report
processed information
Maintenance Applications: They're used for system maintenance such as revision of
paper tools, indicators, changes in organization units, improving system performance
and other operations
NOTE: after you Get access to Use either MTUHA or DHIS 2 Software the Password
for the first time is GUEST
Figure 15: Logging Out
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List the Requirements for Accessing DHIS 2 Software for data entry process
Figure 11: Components of DHIS 2 Software
DHIS 2 User Account
Mention 6 six features of DHIS
• GIS
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Data Set: DHIS 2 Data Entry Procedures
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Vertical programs integrated into DHIS 2
Data elements
Explains what we collect and analyse
o For example, "Malaria new cases", "Total Population", "1st ANC visits", "Measles
doses given“; Idadi ya Wajawazito Waliotegemewa wa umri chini ya miaka 20 (ANC
form)
o In DHIS 2 data elements and indicators are not the same
designed to meet predictable information needs: Such as Total OPD cases / total delivery
in a month.
time (say annually) as compared with routine health data. For example, data on
population in a district
Generation of Reports from HMIS (MTUHA) Database Software
Reporting Periods are organized by types/frequencies;
o Monthly, Quarterly, Six-monthly, Yearly
o Most data is collected monthly
o IDSR weekly, HR quarterly, Population yearly
o Reports can be monthly or aggregated to
o Bi-Monthly, Quarterly, Six-monthly, or Yearly (and cumulative throughout the year)
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DHIS 2 Software Indicators
ratio factions, percentages etc.
HMIS (MTUHA) Data Feedback Mechanism/ Ministry of Health Organization
Units.
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HMIS (MTUHA) Reports
including health delivery unit, facility level, district level, regional level or national level
o A good report describes levels of performances
o Includes success or failure, strength and constraints, recommendation for
solutions on problems observed and advocates for the way forward
The audiences of HMIS (MTUHA) report are
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Components of HMIS (MTUHA) Reports
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II. MICROSOFT ACCESS PART
At the end of the lesson student must understand
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Definition of Terms
a database.
information hence to make them accessible and secure
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The database objects/the components of Database
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Explanation for Each Object
the specific task
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the database.
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Database Models
permitted.
List four (4) Models of database
Explanations for Models of Database
match.
store certain types of data easily.
revise or edit.
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field.
The terminologies in Database/The general properties in Database
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Explanation on the Properties of Database
1. Field
It describes the kind of data to be filled in a table.
s/n Name Signature
1 Mkuu Br
2. List Five Data type Found in Spreadsheet
It illustrate the kind of data with the corresponding field to be filled in a table
Number Number
Alphabets Text
Date or time Date/Time
Comments or alphabets and number all Memo
at once
Automatic numbering Auto number
Money Currency
Dropdown list Lookup wizard
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3. Description
Is the explanation of the abbreviation.
DOB Date of Birth
KW Kula wali
5. Primary key
Is the unique key identifier.
s/n
id
Patient number
Views displays
There are two kind Views
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DESIGN VIEW
The View that displays when you design a Table.
DATASHEET VIEW
The View thus Display already designed Table ready for feeling data.
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Advantages of Databases
Various application of database in the real world
What are the five (5) functions of Database
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Introduction to
Microsoft Access 2007 (PRACTICAL)
Creating a Database
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Microsoft Access automatically creates a new table in the database called
Table1. This is a temporary name until the table is saved.
Microsoft Access Work to Transform the data or Information that its in Paper mode to
a computer mode, So how its created will perform the as your using a paper method to
record your Data or Information.
When you open Microsoft Access i.e Database on the Menu Bar you will find the
following items below
One of the Items it says Create means to design what we want in the Database.
Comparing to Paper based method Lets take Example the new office its opened and in
that office there is Gate that if someone want to enter must pass through that gate and
on the Gate there is a Police man standing there in order to Enter you must register
yourself there. On the first day the Police man be given a new Exercise Book were will
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be given a task by the owner of the office to Design a book for people to register before
they enter to the office in order to know how many people enter and they come for
what purpose.
So the First Work of the police man is to Design the Book by drawing the Lines and
writes the Fields he want anyone who came to write Example Name, Date, Signature
etc Thus Why in Computer there is one Item Called Create means to Design and the
First thing to Design is Table.
When you click Create you will find all the Objects of Database then you must Start
with Table.
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A. TABLE
After clicking Table Design will reach to a Design View where here you will design
your Table with Fields and Corresponding Data Types
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Before proceeding, it is important to understand common Microsoft Access Data
Types. (Explained in the table below)
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To Enter Fields in a Table:
Continue this until all necessary fields have been entered into the table.
Note: The order that you enter the field names is the order the fields will
appear in the table and on a form.
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To View the Datasheet:
Click the View button on the Ribbon
Setting a Primary Key
The Primary Key is the unique identifier for each record in a table. Access will
not allow duplicate entries in a Primary Key field. By default, Access sets the first
field in the table as the Primary Key field. An example of a Primary Key would be
your Social Security Number. This is something unique about you and should
not be duplicated.
To Set a Primary Key:
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To View the Datasheet:
Click the View button on the Ribbon
Setting a Primary Key
The Primary Key is the unique identifier for each record in a table. Access will
not allow duplicate entries in a Primary Key field. By default, Access sets the first
field in the table as the Primary Key field. An example of a Primary Key would be
your Social Security Number. This is something unique about you and should
not be duplicated.
To Set a Primary Key:
To Switch Back to Datasheet View to Enter your Records:
Click the View button on the Ribbon.
Entering Data in a Table
Once you have entered the fields and set the data types it is now time to enter
the records in a table.
To Enter Data in a Table:
to another
When inputting data into the table, Access automatically saves the data after
each new record.
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Navigating Records
Use the arrows at the bottom of the table to navigate among records.
You are able to navigate from the first record, previous record, next record, last
record, and create a new record (as shown in the picture below).
Notice that the total number of records in the table is shown at the right end of
the navigation arrows.
Sorting Records in a Table
By sorting your records in a table, you are easily able to view/locate records in
your table.
To Sort Records in a Table:
record in that field.
Notice, the table above has been sorted by the Last Name field in ascending
order.
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B. FORM
Creating a Form Using the Forms Wizard
A form is a database object that is used to enter or display data in a database.
To Create a Form Using the Wizard:
You are able to navigate using the navigation arrows at the bottom of the form.
Note: The form feeds the table. If you edit a record on the form, or create a
new record, that data will be passed to the table it is associated with.
To Enter a Record on the Form:
View
to the next field
This will send the record to the table.
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C. QUERIES
You use Queries to view, change, and analyze data in different ways. You can
also use them as a source of records for forms and reports.
To Create a Query:
The table(s) will now be displayed in the upper part of the Query Design Screen
by boxes containing the tables’ fields.
like to include in the Query
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Defining Criteria in the Query
In order to control which records are displayed, you must define criteria in a
Query. The most common type of Query is the Select Records Query which will
be discussed below.
To Define Criteria for your Query:
define the criteria for
Example: To find all people it the table who live in Edison:
Below is a picture of the results of the above query:
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The result of a query is called a record set. A record set can be sorted, printed or
filtered in the same manner as a table.
To Save the Query:
Note: When saving a select Query, you are saving the question that you are
asking, not the results that you see when you run the Query.
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D. REPORTS
Reports can be based on tables or queries and can be made with the Report
Wizard.
To Create a Report Using the Report Wizard:
on them
group by double clicking on it (Example: City)
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To Print a Report
To Adjust the Orientation:
Click the portrait or landscape icon on the Print Preview Ribbon
To Adjust the Margins
To Print the Report
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Evaluation Questions
HMIS is a decentralized, integrated and functional system.
BOOK NUMBER ONE
BOOK NUMBER 10
modes.
DHIS 2 Software
analysis, but the contents of the database.
For example:-
What to collect,
Who should collect it
On what format; it depends on the context of use
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Session 11: Analysis of Data Using HMIS (MTUHA) Database
(PRACTICAL)
Learning Tasks
By the end of this session, students are expected to be able to:
Establish Trends of Pharmaceutical Services from HMIS (MTUHA) Database
List three trends of Pharmaceutical Service while using inventory program tools
Explanation of Pharmaceutical trends using Inventory Tools
HMIS
from health facilities
data from health and storage facilities
client/patient information, and health services rendered.
as well as to monitor and evaluate health service delivery.
reporting.
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LMIS
gathered from all levels of the health system.
that will ultimately improve product availability and patient treatment.
products that should be resupplied to health facilities.
o It collects data about health products such as quantities consumed, stock on hand,
losses and adjustment.
o It collects data from stores, dispensing records area.
DHIS 2
modes.
DHIS 2 Software
analysis, but the contents of the database.
For example:-
What to collect,
Who should collect it
On what format; it depends on the context of use
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LMIS
A LMIS is a system that is used to collect, organizes, and present logistics data gathered
from all levels of the health system.
It’s the system used by Pharmacists to order medicines to MSD it uses the Database called
eLMIS (Electronic Management Information System)
Who created eLMIS?
system built by Ministry of Health Community Development, Gender, Elderly and
Children (MOHCDGEC) in Tanzania
management information systems (LMIS) and it collects, organizes and manages,
logistics data. The goal of eLMIS is to improve health logistics data collection,
aggregation and presentation.
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In eLMIS the form thus its used to do requesting and Reporting its called R&R Form
In eLMIS medicines are order after every 3 months
The Categories to Order Medicine are as follows
• ILS
• ARV/ IO
• TB/ IVD
Where do R&Rs go?
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Features and functionality of LMIS in relation to pharmaceutical services
Explanation for features of LMIS
o Create, authorize, approve report and requisitions, both regular, based on
configured processing periods, and emergency.
o Supports offline data capture on key screens.
o Executes complex and configurable approval hierarchies.
o Calculates order amounts based on average consumption and max policies.
o Complex data validations to support quality data capture.
o Generate orders for external fulfillment based on approved requisitions.
o Manage system users, role assignments, programs, facilities, orderable and
associations with bulk upload and administrative screens.
o Configure the system to match your processing and reorder periods, policies and
facility hierarchy.
o Record transactions and view electronic stock cards (supports lot info)
o Perform physical inventory & adjustments
o Track ins/outs of stock – send and receive stock
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Linking HMIS and LMIS in Tanzania
HMIS LMIS
System used DHIS 2 eLMIS
Data collected Services (Patient, Product used for
cases) that service
Where data comes Services records Stores and
from dispensing records
area
Frequency of data Monthly Quarterly
reporting from
facilities
Who enters data District HMIS focal District pharmacist
electronically in person
the system
Differentiate between the following
Pull system Push system
Request order Receive order
Customer demands Supplier demands
Good communication Poor communication
Consume much time Consume less time
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Evaluation Questions
Establish Trends of Pharmaceutical Services from HMIS (MTUHA) Database
List three trends of Pharmaceutical Service while using inventory program tools
Data analysis: It is a process of inspecting, cleaning, transforming, and modeling of
data with the goal of highlighting useful information and suggesting conclusions.
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Session 12:Management of Pharmaceutical Information in
Vertical Program
Learning Tasks
By the end of this session, students are expected to be able to:
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Introduction
Health services (curative and preventive) can be provided using two modes of delivery:
o horizontal and vertical programmes.
By horizontal delivery, services are delivered through public financed health systems
and are commonly referred as comprehensive primary care (WHO 1978).
Vertical delivery of health services implies a selective targeting of specific interventions
not fully integrated in health systems
o This focus on one particular disease or group of diseases e.g. HIV or TB.
Horizontal programs are the oldest of the two modes of delivery – they were derived
from Primary Health Care (PHC), originated as part of the WHO/UNICEF declaration
in Alma Ata in 1978 (WHO 1978).
In the 80s, the concepts behind the design of PHC systems in most countries focused on
the health crisis that a country faced at a particular time.
With emergence of communicable diseases such as drug-resistant Tuberculosis (TB),
Ebola, drug-resistant Malaria, HIV/AIDS, challenges facing most health systems in
developing countries have been paramount.
Selectivity and prioritization of interventions, particularly in resource limited settings
are important issues for consideration for health planners.
As most of the diseases are global public goods, selectivity is done at the country and
global levels – with the latter increasingly packaged in international initiatives with
specific goals – such as “Health for All by 2000”, and “Millennium Development
Goals”.
Country-specific health crises were prioritized in PHC systems, but cost and efficiency
in delivering health services drove the nature of the PHC design (WHO 1978).
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Efficiency and effectiveness of delivering health services are important contributors to
the attainment of international health goals at all levels.
In most settings, this implies the ability 3 to identify and to reach poor people. In
addition, this requires a multi-sectoral approach in delivering health services.
At the launch of the World Health Organization initiative of ‘Health for All by 2000’, the
strategy to attain the set goals was a comprehensive primary health care based on a
horizontal mode of delivery of abasic services (WHO 1978).
A few years of implementation of the initiative proved to be too difficult to attain the set
goals (Banerji, 1984).
Failure to control malaria in India during the early 80s is one example. This recognition
led to a change in the strategy of delivery of services from horizontal to vertical
programs.
In short Horizontal Programme is the Programme thus designed to deal with more than one
disease. It can be program for eradicating a couple of Disease as Millenium Targets as (Long
Term Plan)
Example
o A horizontal program might focus on all tropical diseases, or in fact all diseases.
o A horizontal approach might consist of equipping a clinic to treat every kind of disease
and health problem in the region.
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Vertical programme
leave and go on up to the level where planners, evaluators and decision makers making
decision of a particular case.
houses where the people live, educating people about how to avoid malaria, establishing
clinics where malaria can be diagnosed and treated, and finally, finding medications to cure
the disease, and so on.
the level where the doctors and scientists try to develop new cures.
The Vertical Programmes Existing in the Country
Tanzania vertical health programmes:
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The Importance of Pharmaceutical Information Management in Vertical Programmes
o The integration strengthened Vertical Programs services likewise lowered the
operations costs of programs and resulted into increase the availability of VP
Medicines, Medical Supplies and Laboratory Reagents to the health facilities.
o A good PMIS provides the necessary information to make sound decisions in the
pharmaceutical sector.
o Effective pharmaceutical management requires policymakers, program managers, and
health care providers to monitor information related to patient adherence, drug
resistance, availability of medicines and laboratory supplies, patient safety, post-market
intelligence, product registration, product quality, financing and program management,
among other issues.
o Coordinating the elements of a pharmaceutical supply system requires
relevant, accurate, and timely information.
o Increased funding for HIV/AIDS, tuberculosis, and immunization programs has
contributed to the need for accurate and timely information on a variety of parameters
that affect the ability to conduct accurate quantification, procurement planning,
budgeting, resource mobilization and program management.
The perceived advantage of a vertical programme are:
o strong central technical and financial control.
o Better ability to monitor restricted output
o Operational planning is focused & easy to deliver
o Efficient & effective delivery
o the ability to respond to changing circumstances and the identification of new
strategies.
o focused objectives, achievable in a limited time-frame; and the appeal to external
donors.
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Enlist The integration functions of MSD to Vertical Prrogramming
o Coordination of procurement, Storage and Distribution of program medicines, Medical
Supplies and Laboratory Reagents.
o Managing receipts of all Medicines, Medical Supplies and Laboratory Reagents
supplied by different programs and development Partners (Global Fund, UNICEF,
World Health Organization and USAID).
o Give timely report to the programs on stock status to programs and development
Evaluation Questions
o A vertical programme is a programme which targets one particular disease.
o A vertical program might focus on malaria from the bottom where members of
community leave and go on up to the level where planners, evaluators and decision
makers making decision of a particular case.
Tanzania vertical health programmes:
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Session 13: Networking Programmes in Dissemination of
Pharmaceutical Information
Learning Tasks
By the end of this session, students are expected to be able to:
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Networking
Network is the computer that is connected through protocol that works together
A network, in computing, is a group of two or more devices that can communicate.
located around the World, to the Internet itself.
o Communications such as email, instant messaging, chat rooms, etc.
o Shared hardware such as printers and input devices
o Shared data and information through the use of shared storage devices
o Shared software, which is achieved by running applications on remote computers
Importance of networking technology in pharmaceutical health information system
pharmaceutical profession.
industry:
o It improves the pharmacists work, especially in acquisition of consumable and non-
consumable medical materials, deliveries of pharmaceutical materials, stock and
inventory control.
o It gives them more time to help the customers in the service area.
o It reduces client waiting time, pharmaceutical expenditure and the manpower
requirement for any kind of pharmaceutical work.
o It facilitates sharing of information with other service area within the health facility
o They make it easier to handle the business tasks such as recording drugs, requesting
consumable and non-consumable medical items, tracking and paying drugs and
medication bills from insurance company, client/patients and other service user.
o It helps to improve patient safety, provide quality of care, monitoring efficacy and safety
of medicine in use.
o It gives updates of prices and other pharmaceutical product information online.
o It is used in online and e-prescribing of medication.
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The Networking Programs Used in Disseminating Pharmaceutical Information
o Personal area network (PAN): a computer network organized around an individual
person within a single building like small office.
o Local area network (LAN): used for single sites where people need to share resources
among themselves but not with the rest of the outside world.
o Metropolitan area network (MAN): a computer network across an entire city, college
campus or small region.
o Wide area network (WAN): occupies a very large area, such as an entire country or the
entire world.
o Storage area network (SAN): a high-speed sub network of shared storage devices.
o Enterprise private network (EPN): a computer network built by a business to
interconnect its various company sites (such as production sites, offices and shops) in
order to share computer resources.
o Virtual private network (VPN)
An encrypted connection over the Internet from a device to a network.
The encrypted connection helps ensure that sensitive data is safely transmitted.
It prevents unauthorized people from eavesdropping on the traffic and allows the user
to conduct work remotely.
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Network can be divided in to two main categories:
Explanation on Categories of Network
the computers are equal and therefore known as peers. Normally each computer serves
as Client/Server and there is no one assigned to be an administrator responsible for the
entire network.
processing.
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Network Devices
Net work Cables
cable, fiber optic and twisted pair.
Coaxial Cable
two conductors. This coax can be used in 500-meter lengths. The cable itself is made up
of a solid center wire with a braided metal shield and plastic sheathing protecting the
rest of the wire.
Fiber Optic Cable
can carry a vast amount of information fast and over long distances.
Twisted Pair Cables
about connectors. This is pretty important and you will most likely need the RJ-45
connector.
can go with. The UTP has four pairs of wires and all inside plastic sheathing. The
biggest reason that we call it Twisted Pair is to protect the wires from interference from
themselves.
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Network interface cards, commonly referred to as NICs, and are used to connect a PC to a
network. The NIC provides a physical connection between the networking cable and the
computer's internal bus.
NICs come in three basic varieties: 8-bit, 16-bit, and 32- bit. The larger the number of bits
that can be transferred to the NIC, the faster the NIC can transfer data to the network
cable.
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Hubs/Repeaters:
media type.
maximum length. Hubs provide the signal amplification required to allow a segment to
be extended a greater distance. A hub takes any incoming signal and repeats it out all
ports.
segments can communicate with all the hosts on the backbone.
Ethernet Switches:
can link four, six, ten or more networks together.
Routers:
The router is a piece of network hardware that connects a local network to the
Internet. A router is a networking device that forwards data packets between computer
networks.
Fiber Distributed Data Interface (FDDI)
Contains Fiber wires hence are in smaller size and carry a vast amount of Information fast
over long distance. (10millibitis/sec) or 1000mbps
NETWORK TOPOLOGIES
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Explain about Health information systems (HIS) that’s used to disseminating/ sharing
pharmaceutical information through networking system
o Pharmacy information system (PIS)
o Computerized Physician Order Entry (CPOE) system
o HL 7 (Health Level Seven)
Is the system that supports the distribution and management of medicines hence create
inventory.
List five (5) functions of pharmacy Information System
CPOE is the process of a medical professional entering medication orders or
other physician instructions electronically instead of on paper charts.
List five (5) functions of Computer physician order entry (CPOE) system
medication orders.
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Health Level Seven (HL7) It’s the system that allows computer systems to send and receive
pharmaceutical information to each other in secure way
List five (5) functions of Health Level Seven (HL7)
Allows send and Receive of Pharmaceutical Information
Allow sharing of Information between the pharmacies, physical facilities electronically.
Name first five (5) layers of Network OSI Model
a. Physical Layer
b. Data Link Layer
e. Session Layer
f. Presentation Layer
g. Application Layer
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Evaluation Questions
Network is the computer that is connected through protocol that works together
A network, in computing, is a group of two or more devices that can communicate.
Is the system that supports the distribution and management of medicines hence create
inventory.
List five (5) functions of pharmacy Information System
CPOE is the process of a medical professional entering medication orders or
other physician instructions electronically instead of on paper charts.
List five (5) functions of Computer physician order entry (CPOE) system
medication orders.
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The process of Electronic devices to share data or Information through networking system
Interoperability in healthcare refers to the technologies used in patient care to enable the
sharing of data to meet the goals of delivering personalized care and effective population
health management
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PRACTICALS
Demonstration on PowerPoint Basics
Power Point is computer software created by Microsoft which allows the user to create slides
with recordings, narrations, transitions and other features in order to present information. An
example of PowerPoint is presentation software made by Microsoft.
Microsoft PowerPoint, part of the Office suite, is a presentation graphics application.
A PowerPoint presentation is a collection of electronic slides that can have text,
pictures, graphics, tables, sound and video.
This collection can run automatically or can be controlled by a presenter
Presentation software allows you to create slides, handouts, notes, and outlines.
EXAMPLE OF PRESENTATION
Gather Your Tools
Container
Fertilizer
Container Gardening
Soil
Starr City Garden Club Water Hose
Spade
Bedding Plants
By: Maxine Greene
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Components of the Power Point Window
List Elements of Power Point /Parts of the PowerPoint Window/Elements of Power Point
Window
select tasks in different categories and allows you to quickly enhance your slides in a
few steps. It provides quick access to the most common actions and features in
PowerPoint
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outline format (text), as well as a list of all the slides in the presentation (with visuals)
List five Presentation Views found in Power Point
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Explanations of Views
located in the upper portion of the screen with the lower portion of the screen being
allocated for adding notes to the slide.
PowerPoint Ribbon
During this presentation, we will refer to the PowerPoint “Ribbon” in terms of
navigating the program.
The Ribbon is the strip of buttons across the top of the main window.
Users can access anything the program has to offer through the Ribbon.
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Creating a Blank Presentation
Create a New Presentation
Select “File” then “New”
Shortcut: Hold the Control button, then press ‘N’ for “New”
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Open an Existing Presentation
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Saving a Presentation
Select “File” then “Save As”
Shortcut: Press f12 to Save the file with a new name
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Demonstration on Enhancing PowerPoint Presentation
FORMATTING TEXT
Formatting text
Change Font Typeface and Size
To change the font typeface:
Click the arrow next to the font name and choose a font.
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Change Text Color
To change the text color:
Select the text and click the Colors button included on the Font Group of the
Ribbon, or
Highlight the text and right click and choose the colors tool.
Select the color by clicking the down arrow next to the font color button.
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Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To change the
alignment:
Click the Home Tab
Choose the appropriate button for alignment on the Paragraph Group.
Align Left: the text is aligned with your left margin
Center: The text is centered within your margins
Align Right: Aligns text with the right margin
Justify: Aligns text to both the left and right margins.
Indent Paragraphs
To indent paragraphs, you can do the following:
Click the Indent buttons to control the indent.
Click the Indent button repeated times to increase the size of the indent.
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Text Direction
To change the text direction:
Select the text
Click the Text Direction button on the Home tab
Click the selection
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Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine
numbers and letters depending on the organization of the list.
To add a list to existing text:
Select the text you wish to make a list
Click the Bulleted or Numbered Lists button
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Insert Pictures from Files
List Steps to Insert Picture from file In Power Point
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OR
You can use other method To Insert Picture as follows
When you have a blank slide (or parts of a blank slide), you can also click on options within
these blank compartments to insert pictures
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Insert Clip Art
List Steps to Insert Picture from file In Power Point
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Format Pictures
To resize the image, click on the picture to surround the image with a blue box.
Drag the corner dot away from the center to make it larger and toward the center to
make it smaller.
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Insert a Header and Footer
List Steps to Insert a Header and Footer In Power Point
Go to “Insert” then “Header and Footer”
This dialog box allows you to add a date and time on the slide.
Insert Date and Time
List Steps to Insert Date and Time In Power Point
Go to “Insert” then “Date & Time”
Select on Check box for Include Date and Time and Slide Number
Click Apply to all Slide
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Click
Here
Insert a Hyperlink
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Insert Tables
Go to the “Insert” ribbon then select “Table”
Move the mouse over the table illustration to select the size of the table you would like to
use.
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OR
You can use other method To Insert Table as follows
When you have a blank slide (or parts of a blank slide), you can also click on options w/n
these blank compartments to insert tables
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Insert Charts
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OR
You can use other method To Insert Charts as follows
When you have a blank slide (or parts of a blank slide), you can also click on options within
these blank compartments to insert charts
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Demonstration on Creating PowerPoint Slide Show
OPEN NEW SLIDE
on Create.
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Inserting a Slide
Click
here
‐ As well, you can right‐click between any 2 slides in the preview frame located on the left‐hand
side of the Normal view and select “New Slide”
Click
Here
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Deleting a Slide
“Delete” from the Home tab
Click Here
left‐hand side of the Normal view and select “Delete Slide”
Click Here
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Add a Slide
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Add a Slide Theme from Gallery (DESIGNS)
Go to the “Design” ribbon
Select a design theme from the Theme toolbar
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ANIMATIONS
what works best for your presentation is to play around and experiment with all the
different options.
other stylistic effects) to keep the audience interested (probably because the
presentation itself was less than riveting). The best presentations are the ones that
effectively use animations as an aid in presenting information, rather than distracting
from it. In short, a good rule of thumb to remember would be “Less is more.”
Animating objects on a slide…
1. Go to the Animations tab.
2. Select/Highlight an object on the slide (this could be the title, the main body of text, a
textbox, a picture, a shape, a chart, a table, a bullet point, etc…
3. Click on “Custom Animation”
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4. The custom animation box will pop up.
5. Click on “Add Effect”
6. Select the type of animation you’d like for this object / component.
7. Select the specific animation that you’d like for this object / component
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Animation Example
Please note that if these notes are presented as a .pdf file, then this animation example will not
work
Also note that this slide is a fun example of what can be done and is not intended to contradict
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SLIDE TRANSITIONS
slide is displayed
the transition occurs on a mouse click or after an allotted amount of time has passed.
Click here to get more
Transition on your
choice to all slide or
selected Slide only
display below
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Create a Slide Master
The Slide Master acts as a template for your entire presentation.
Altering anything on the Slide Master will change the formatting of all the slides in your
presentation.
Open the slide Master
View Tab >> Presentation Views >> Slide Master
The Slide Master Tab appears on the left-hand side of Home Tab
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Edit the Slide Master
Clicking on the Slide Master Tab provides a set of Slide Master Formatting Groups:
Edit Master
Master Layout
Edit Theme
Background – set the background for all the slides
Page Setup
Close — Click on Close button to go back to Normal View.
Edit the Slide Master…
Choose the top Slide Master Slide in the left panel
You can edit the Background, Bullet styles, Slide Titles, and Title animations here.
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Print a PowerPoint presentation
To get started, go to the File > Print menu option.
Choose Your Printer
You should choose the printer that you want to send your presentation to.
Choose the Pages to Print
You may not want to print every slide in your presentation. The good news is that
PowerPoint makes it easy to choose a selection of pages to print.
To make a selection for the slides to print, click on the dropdown just
under Settings. This defaults to Print All Slides, but there are several options.
Choose Orientation and Color Settings
Orientation describes the direction that your content is printed on. You can
choose between Portrait and Landscape orientation.
Then Print
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Demonstration on Getting Started with Microsoft Word (Word
Processor)
Basics of the Word Window/ Elements of Microsoft word
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Explanation
List Elements of Microsoft Word/ Elements of Word Window/ Parts of Word Processor
Shown above is the Microsoft Word default window
Reading Layout View, Print Layout View, or Outline View
Views In Microsoft Word
List five Changes in View found in Microsoft Word
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Spelling Check In Microsoft Word
List five Spelling Checker drop down in Microsoft Word
Columns Found In Microsoft Word
List five Menu Bars found In Microsoft Word/ List Five Columns found in Word Processor
Change Text Case
List five Change Cases found in Microsoft Word
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Paragraph Formatting Tools
List four Formatting Tool bars found in Word Processor
Differentiate Save and Save As
Save it’s the item menu found in Microsoft Word while its used to store data for future use
hence
Save As it’s the item menu found in Microsoft Word hence its used to keep memory of data or
Information with Name or respected copy also can put protection to your document Example
putting Passwords.
List Procedures to Put Password in a Document of Microsoft Word/List steps to
Encrypt data in Microsoft Word
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Preparation of Document using Microsoft Word Application 2007/2010
Figure 5: Opening New Blank document
CUT, COPY AND PASTE
CUT
The cut function physically removes selected text from its original location and places it in a
new location.
COPY
The copy function makes a copy of the selected text and places the copy in a new location,
leaving the original text in its original location.
• PASTE
If you Copy text, you typically need to Paste it somewhere.
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Demonstration on Microsoft Word Basics
Bullets and Numbering
List five procedures to Insert Bullets in Microsoft Word
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List five procedures to Sort Document in Microsoft Word
LINE SPACING
List five Line Spacing Specifications
PAGE SETUP
List five page setup found In Microsoft word
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Demonstration on Advanced Microsoft Word formatting
Introduction of Symbols
There are many Symbols that you might often see in publications that are not directly available
from your keyboard. For example, the Copyright symbol, ©, is not available on the keyboard
but can be selected from Word's Symbol Dialog Box.
Other commonly used symbols that appear in the Symbol Dialog Box are:
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List Procedures to Insert Symbols into your Document of Microsoft Word
Insert Headers and Footers
Header
It means the Top Part of Microsoft Word that contains the Heading of the Document.
Footer
It means the Bottom Part of Microsoft Word that contains the displays the Document.
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List Procedures to Insert Header and Footer into your Document of Microsoft Word
Create a Text Box
List Procedures to Inert Text Box into your Document of Microsoft Word
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Demonstration on Tables Creation, Editing and Formatting
Creating a Tables
Tables allow large amounts of text and/or numbers to be presented in an organized and easy to
read fashion.
o Row – A row runs horizontal in a table and is divided by borders
o Borders – Separating lines in the table
o Column – A column runs perpendicular in a table and is divided by borders
o Cell – A cell is the box that is created when your rows and your columns intersect each
other. The cell contains your data or information
Figure 1: Row and Column Direction
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Mention Procedures/ steps to insert Table in Word Processor
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Mention Sub Menus that are found Insert in Word Processor
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Working with Image in Microsoft Word
WordArt Drawing Objects
Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can create
text graphics that bend, slant, and appear metallic or wooden and much, much more. WordArt
can even be shadowed, skewed, rotated, and stretched
Here are just a few examples of what WordArt allows you to do:
List Steps to Insert Word Art In Microsoft Word
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Inserting Pictures from your Computer
A picture doesn't have to be in the Clip Gallery in order for you to insert it into your document.
The Clip Gallery is just an easy place to store clips you want to use again and again.
o Click Insert from the Menu Bar.
o Select Picture and From File from the cascading menu. The Insert Picture dialog box
opens.
o Locate and select the file to insert the selected picture into your document.
Figures 3: Inserting Picture to the File
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Creating and Modifying Diagrams and Charts
Insert a Chart
List Steps to Insert Chart from a given Table in Microsoft Word
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Change Page Orientation
On the Page Layout tab, in the Page Setup group, click Orientation.
Click Portrait or Landscape.
List Two Type of page Orientation
Explain the activities of Word Processor In Daily Pharmaceutical works
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Demonstration on Printing and Managing Documents
Once you have created a document, often you will want to Print it using a printer
A printer needs to be connected to your computer, and there also has to be paper & ink already
inside the printer.
The first thing to do is to check what the document will look like once it has been
printed.
This is called a Print Preview
Print a Document
List Steps to Print A Document In Microsoft Word
print.
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Setting Page Margins
The Page Margins define where on the page Excel will print the worksheet. By default, the top
and bottom margins are set at 1 inch in Excel 2003. The left and right margins are set at .75
inch. Margin settings can be changed to whatever you want. Different margins can be defined
for each worksheet in the workbook.
o Select the correct worksheet.
o Choose File Page Setup from the menu bar.
Figure 1: Page Setup Optional Figure 2: Page Setup Dialog Box
source:
Goodwill community foundation 2002
o Select the Margins tab.
o Use the spin box controls to define the settings for each page margin-Top, Bottom, Left,
Right, Header and Footer.
o Click the OK button to change the margin settings.
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Changing the Page Orientation and Paper Size
The Page tab of the Page Setup dialog box lets you change page orientation (portrait or
8.5 X 11 inches, with a portrait orientation (prints up and down on the long side of the page). A
landscape orientation, on the other hand, prints up and down on the short side of the page.
o Select the correct worksheet.
o Choose File Page Setup from the menu bar.
o Click on the Page tab.
Figure 3: Changing Page Orientation Dialog Box
o Choose an
Orientation (Portrait or Landscape) for the worksheet.
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o Select a Paper Size from the list of available paper size options that appear in the list
box.
o Click on the paper size.
o Click the OK button to accept the page settings.
o The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits
on a specified number of pages when you print. Click the Fit to: option button and enter
the desired number of pages wide and pages tall.
The Page tab of the Page Setup dialog box lets define the resolution of the print job. Print
Quality is measured in dpi, or dots per inch. High dpi provides a better print quality.
Print Area: By default, Excel prints from the A1 to the last occupied cell in a worksheet. You
can specify a different range of cells to print
Print Titles: Prints column and row labels on each page of the printout. Specify these rows or
columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes
Print – Gridlines: Determines whether gridlines are printed. However, turning off gridlines
does not affect their appearance in Normal View
Print – Black and White: If you used colours in your worksheet but don't want to waste the
ink in your colour printer, use black and white
Print – Draft Quality: Choose draft quality to print the worksheet without gridlines or
graphics
Print – Row and Column Headings: Click this option to include row numbers and columns
letters in your printed document
Page Order: Determines the order in which worksheets are printed.
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MICROSOFT PUBLISHER
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Learning task
Describe concepts related to Ms Publisher
Explain the purposes of Microsoft Publisher
Identify the types of publications available in Publisher
Modify an existing publishing in Microsoft Publisher
Create a new, blank publication in Microsoft Publisher
Print publication, store, and back up publications in Microsoft Publisher
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Microsoft Publisher: Is a desktop publishing program that makes it easier to
create many different publications including newsletters, brochures, flyers, signs,
business cards, letterheads and other publication designs.
Desktop Publishing: Is the process of using the computer and specific types of
software to combine text and graphics to produce documents such as newsletters,
brochures, books, etc.
Desktop publishing software: Is a tool for both graphic designers and non-
designers to create visual communications for professional or desktop printing
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Purposes of MS Publisher allows you to:
Choose a template
Templates allow you to quickly create well-designed publications.
There are many types of templates including newsletters, brochures, flyers,
greeting card templates, and a variety of other publication types.
Change templates while designing
Making changes in Publisher is easy. If you have Flyer Template A,
and then decide you don’t like it, Publisher allows you to change a
different Flyer template.
Publisher will transfer the text and images from Flyer Template A to
the new flyer.
Simply choose ‘Publication Designs’ from the Task Pane and apply
another design to see the template change instantly.
Customize a template
Templates can be customized for a specific use.
Preferred Font colors can be used instead of normal black colour.
Use Color and Font Schemes options
A template’s color and/or font schemes can be changed to have a dramatic
impact on the publication’s look.
This can help to keep the same design layout, but choose colors and fonts
that work best in your publication.
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MAY THE ALMIGHT GOD BE WITH YOU ALWAYS
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