TIBU1_User Manual_WebApp_Final_v2.0_10Jan13

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D220: User Manual for Web Based Application
Document: User Manual
Prepared by: iridium Interactive
Version: 2.3
Version Status: Final
Government of Kenya
Ministry of Public Health and Sanitation
Division of Leprosy, Tuberculosis and Lung Disease (DLTLD)
D220 – User Manual for Web Based Application

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Version: 2.3
Table of Contents
Glossary of Terms............................................................................................................................................................................... 4
Definition of Terms............................................................................................................................................................................. 4
Document background & purpose & rationale .................................................................................................................................. 5
TIBU System........................................................................................................................................................................................ 6
1.1 Web access page & URL ........................................................................................................................................................ 6
1.2 Web Based Login................................................................................................................................................................... 6
2.0 The National MDR TB Coordinator........................................................................................................................................ 7
2.1 Login Access........................................................................................................................................................................... 7
2.2 Reports .................................................................................................................................................................................. 8
2.3 District MDR TB Register ....................................................................................................................................................... 8
2.4 The Search Engine ................................................................................................................................................................. 9
2.5 Find Duplicates Screen .......................................................................................................................................................... 9
2.6 GIS Reports.......................................................................................................................................................................... 10
2.7 MDR TB Incidence Maps...................................................................................................................................................... 10
2.8 MDR TB Density Maps......................................................................................................................................................... 11
2.9 Age wise analysis of MDR TB & TB Facility Distribution Map.............................................................................................. 11
3.0 User Log out ........................................................................................................................................................................ 12
3.0 Provincial Tuberculosis and Lung Coordinator (PTLC)......................................................................................................... 13
3.1 Successful Login................................................................................................................................................................... 13
3.2 District TB Register .............................................................................................................................................................. 14
3.3 The Search Engine ............................................................................................................................................................... 14
3.4 District MDR TB Register ..................................................................................................................................................... 15
3.6 Find Duplicates Screen ........................................................................................................................................................ 16
3.7 Login out of the Web Application........................................................................................................................................ 16
4.0 District Tuberculosis and Lung Coordinator (DTLC)............................................................................................................. 17
4.1 Successful Login................................................................................................................................................................... 17
4.5 Login out of the Web Application........................................................................................................................................ 20
5.0 Data Manager...................................................................................................................................................................... 21
5.1 Login .................................................................................................................................................................................... 21
6.0 System Administrator.......................................................................................................................................................... 25
6.1 Login .................................................................................................................................................................................... 25
6.2 Masters Link ........................................................................................................................................................................ 26
6.3 Masters Sub-Link ................................................................................................................................................................. 26
6.4 Activation and De-activation – Page 1................................................................................................................................. 27
6.5 TB Type................................................................................................................................................................................ 27
6.6 Activation and De-activation Screen - Page 3 ..................................................................................................................... 28
6.7 Successful Update ............................................................................................................................................................... 28
6.8 Successful Deactivation....................................................................................................................................................... 29
6.9 User Management............................................................................................................................................................... 29

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Version: 2.3
7.1 Managing Users’ – Page 2 ................................................................................................................................................... 30
7.2 Editing Users – Page 1 ......................................................................................................................................................... 31
7.3 Editing Users – Page 2 ......................................................................................................................................................... 31
7.4 Managing Users’ Roles – Page 1.......................................................................................................................................... 32
7.5 Managing Users’ Roles – Page 2.......................................................................................................................................... 32
7.7 Managing Roles – Page 3..................................................................................................................................................... 33
7.8 Reports Screen .................................................................................................................................................................... 34
7.9 GIS Reports.......................................................................................................................................................................... 34

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Version: 2.3
Glossary of Terms
Acronyms Descriptions
DLTLD Division of Leprosy, Tuberculosis and Lung Diseases
MDR Multi Drug Resistant Tuberculosis
TB Tuberculosis
USAID United States Agency for International Development
MoPHS Ministry of Public Health and Sanitation
HIV Human Immuno-Virus
PMS Patient Management System
GoK Government of Kenya
PTLCs Provincial Tuberculosis and Lung Coordinators
DTLCs District Tuberculosis and Lung Coordinators
Definition of Terms
Terminology Definition
Dashboard This is the description of features in a system
Multi-Stakeholder This is the joint approach of divergent organizations | persons for one objective
Multi-Sectoral This is the coming together of divergent sectors into one objective
Command Centre A place used to provide centralized command for some purpose.
Icon This is the graphic description of an application in a digital setting
Login A login is a combination of information that authenticates your identity
Username This is the unique identity that one uses to access an electronic account
Password This is personal and private code that one uses to access electronic account
Free text This describes the entry of text into predefined text fields
Application This is a program designed to perform a specific function directly for the user
User This refers to the persons | people who will be in direct use of the application
Administrator Someone who grants access rights to systems and handle complaints and hitches

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Version: 2.3
Document Background & Rationale and Purpose
The DLTLD collaborative platform is a joint initiative of the Ministry of Health, Safaricom and its Partners iridium Interactive and
Tangazo Letu funded by USAID. This is an integrated system of health and social services delivery using mobile technology.
Kenya ranks 15th on the list of 22 high burdened TB Countries in the world according to World Health Organization WHO. With
over 150,000 suffering, TB remains a major cause of morbidity and mortality in Kenya. Widespread co-infection with HIV makes
TB difficult to treat. Every patient can potentially infect 15 others, the result; hundreds are lost due to TB. The collaborative
platform incorporates a primary health care approach at the community level but also provides for vertical and horizontal
integration at the province | district and national levels. It therefore involves all stakeholders from health workers, patients, all
staff, the Ministry and even the funding agency. Patient data includes Monitoring and Evaluation, Program Administration,
Finance and Mobile payments with Geo-Spatial reporting.
DLTLD is one of the disease control programmes of the Kenyan Ministry of Public Health and Sanitation. It is a Division which
falls under the Department of Preventive and Promotive Services in the MoPHS. DLTLD has its technical representatives at
District and Provincial levels where they are responsible for the implementation of the program activities down to the level of
the peripheral health units and community based health care initiatives.
Anchored on a multi-sectoral, multi-stakeholder niche; patient data, monitoring and evaluation, program administration,
finance and mobile payments coupled with geo spatial reporting are tools or control and management of TB and related cases
both in areas with poor and developed infrastructural settings. Vital information on the same is made available to all through
mobile, web and social media platforms.
Based on this succinct background, the core objective of this users’ manual is to build the capacities of would be users to enable
familiarity with the system on the web platform as informed with the processes and exercises associated with digital innovative
in management and control of TB in Kenya. The manual caters to all the basic requisite information as required to effect proper
and efficient use of these applications in the realization of the proposed current and future objectives. This is anchored on the
view of guaranteeing a clear cut and broad based understanding of the details within the tasks that will be performed using the
said applications.
This User Manual has been compiled for use as a leading guideline to the Division of Leprosy, Tuberculosis and Lung Diseases
(DLTLD) field staff in the execution of their duties to achieve the service & operational objectives of DLTLD. It reflects upon the
drive and commitment of the Division to offer the highest quality of service and care to TB patients country-wide on the digital
front.
Specifically, this manual is collated to ensure ease of use for The National MDR TB Coordinator | Provincial Tuberculosis and
Lung Coordinators (PTLCs) | District Tuberculosis and Lung Coordinators (DTLCs) | The System Administrator (Seconded by
DLTLD) & The Data Manager (Seconded by DLTLD). All of whom will access different items on the Web based on the specific
ranking | levels.
It is the responsibility of all developing & implementing stakeholders in this digital innovation project to ensure that the end
users are familiar with the contents of this manual and the working systems on the devices and that they follow the procedures
laid out in it.
The standards, practices procedures and specifications contained in this user’s manual are in accordance and concurrence with
the DLTLD’s overall objectives, strategies and other governing policies.

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Version: 2.3
TIBU System
The TIBU system is used for collecting the complete information related to TB patients which is in turn used as a stop gap tool.
Initially the data related to the patient including his location will be captured. Once the data is collected, it will be synchronized
with Control and Command Center, so that it can be used later for tracking the patient with the broad objective of controlling
and managing TB.
To begin, on the default web browser, key in the URL; “pms.dltld.or.ke” on the mobile device browser then, tap on the ‘’Go’’
key on the keyboard.
1.1 Web access page & URL
1.2 Web Based Login
Tip 1:
•The user should enter the URL here. In this case; pms.dltld.or.ke
•Internet connectivity will be a primary requirement to access the application.
Tip 6:
The user should click on this TAB to log into the application.
Tip 3:
Upon entering the URL on the browser, the user
should click on this key to connect and access the web
application.
Tip 5:
The user should enter his | her name and passwords in these fields
Tip 4:
To revert back to a previous page, the user can tap on the back
arrow.
Tip 2:
This is a digital keypad. Tap in the required keys to enter the URL address.

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2.0 The National MDR TB Coordinator
2.1 Login Access
Tip 7:
These fields are CASE SENSITIVE. The user should always ensure that the values entered are
reflective of the case-wise rule.
Tip 8:
The user should tap on this tab to start the access process.
Tip 9:
The user will confirm the his | her account details based on the name (on the extreme
left) & the access level (at the Middle). The User can opt to leave the application by
tapping on the logout link on the extreme left).
Tip 10:
As the National MDR TB Coordinator, the user is only able
to see the Reports and GIS Reports.

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Version: 2.3
2.2 Reports
2.3 District MDR TB Register
Tip 11:
These are the specific reports that the user gains access to.
Tip 12:
While reviewing the reports, the user is also in a position to flag out duplicate records that may have
been erroneously entered. This the user can do by simply tapping on this link.
Tip 19:
To view the entire length of the registers, the user should slide his | her finger in the
direction of the arrow. The last column on the extreme right end is ‘’Comments’’.
Tip 17:
To view all the records (21, as circled in red), the user should slide his | her
finger in the direction of the arrow. In this case, the last record is 21.
Tip 16:
The number of records on the
data base, at a particular time.
Tip 14:
The user should click on this icon to minimize the window
Tip 13:
The user should click on this icon to refresh page
Tip 18:
The user should click on this icon to close the window
Tip 15:
The user should click on this icon to restore the window

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Version: 2.3
2.4 The Search Engine
2.5 Find Duplicates Screen
Tip 23:
By clicking on the small arrow next to ‘diskette’ icon, a drop
down option appears for the user to choose the format to save
the report in. The Options in place are Excel |PDF | Word.
Tip 21:
Whilst searching for particular patients, the user should
be keen on the field quarter in question.
Searching for a patient in the ‘’wrong’’ quarter will yield
wrong | undesired results.
Tip 20:
The user should click on this drop down arrow to hide or
unhide the search engine.
Tip 22:
Having entered values in all or some of the search
parameters, the user should click on this tab. This way, a
report is generated.
Tip 25:
The user can search for duplicate records by entering values
in one | two or all fields of the search parameters.
Tip 24:
The user should tap on this tab to find duplicates in the data base.

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2.6 GIS Reports
2.7 MDR TB Incidence Maps
Tip 26:
When the user clicks on this link, a drop down list of
options is displayed as shown.
Tip 27:
On this drop down list, the user should further click on the
preferred section to view further options | information.
Tip 28:
This is the drop down list of options under MDR TB Incident
Maps. The user will view specific incidences maps.

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2.8 MDR TB Density Maps
2.9 Age wise analysis of MDR TB & TB Facility Distribution Map
Tip 29:
This is the drop down list of options under MDR TB Density
Maps. The user will view specific density maps.
Tip 30:
This is the drop down list of options under Age wise analysis
of MDR TB. The user will view age specific maps.
Tip 31:
This link has no drop down list of options. The user should click on
this link to view distribution of health facilities in Kenya.

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3.0 User Log out
Tip 32:
Once the user has completed work on the web, she should
ensure that she logs out procedurally by tapping on this link.
This will guarantee privacy and safety of patient records.

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Version: 2.3
3.0 Provincial Tuberculosis and Lung Coordinator (PTLC)
3.1 Successful Login
Tip 3:
The user will confirm the account details based on the name (extreme
left) & the access level (at the Middle). The User can opt to leave the
application by tapping on the logout link on the extreme left)
Tip 2:
As the PTLC, the user will see the Reports as expounded
upon under the Report Menu Links.
Tip 1:
These fields are CASE and CHARACTER SENSITIVE. The user should always
ensure that the values entered are reflective of the case-wise rule.

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3.2 District TB Register
Tip 4:
Tip 5:
Tip 6:
Tip 7:
Tip 8:
The number of records on
the data base, at this time.
Tip 10:
direction of the arrow. The last column on the extreme right end is ‘’comments’’.
Tip 9:
To view all the records (21, as circled in red), the user should slide his | her
finger in the direction of the arrow. In this case, the last record is 21.
Tip 11:
Tip 12:
be keen on the particular quarter in question.
Tip 13:
parameters, the user should click on this tab
Tip 14:
in. These are Excel |PDF | Word.

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Version: 2.3
Tip 20:
direction of the arrow. The last column on the extreme right end is ‘’comments’’.Tip 21:
To view all the records (21, as circled in red), the user
should slide his | her finger in the direction of the arrow. In
this case, the last record is 21.
Tip 19:
Tip 15:
Tip 16:
Tip 17:
Tip 18:
Tip 22:
unhide the search engine.Tip 23:
Tip 24:
Tip 25:

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3.7 Login out of the Web Application
Tip 26:
Tip 28:
The user should tap on this tab to find duplicates in the
data base.
Tip 27:
The user can search for duplicates by entering values in
one | two or all fields of the search parameters
Tip 29:
Once the user has completed work on the web, the user should
ensure that he |she logs out procedurally by tapping on this link. This
will guarantee privacy and safety of patient records.

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Version: 2.3
4.0 District Tuberculosis and Lung Coordinator (DTLC)
4.1 Successful Login
Tip 1:
These fields are CASE and CHARACTER SENSITIVE. The user should always ensure that the
values entered are reflective of the case-wise rule.
Tip 2:
The user will confirm the account details based on the name (extreme left) & the
access level (at the Middle). The User can opt to leave the application by tapping on
the logout link on the extreme left)
Tip 3:
As the National MDR TB Coordinator, the user is only able
to see the MDR Reports and MDR TB Maps.

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Version: 2.3
Tip 10:
Tip 9:
should slide his | her finger in the direction of the
arrow. In this case, the last record is 498.
Tip 8:
Tip 4:
Tip 5:
Tip 6:
Tip 7:
Tip 11:
Tip 12:
Tip 13:
Tip 14:
down option appears for the user to choose the format to
save in. These are Excel |PDF | Word.

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Version: 2.3
Tip 15:
Tip 16:
Tip 17:
Tip 18:
Tip 19:
Tip 20:
should slide his | her finger in the direction of the arrow.
In this case, the last record is 21.
Tip 21:
Tip 22:
Tip 23:
Tip 24:
Tip 25:

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4.5 Login out of the Web Application
Tip 26:
The user should click on this drop
down arrow to hide or unhide the
search engine.
Tip 28:
data base.
Tip 27:
Tip 29:
Once the user has completed work on the web, the user should ensure that he |she
logs out procedurally by tapping on this link. This will guarantee privacy and safety
of patient records.

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Version: 2.3
5.0 Data Manager
5.1 Login
Tip 1:
These fields are CASE and CHARACTER SENSITIVE. The user should always ensure that the
values entered are reflective of the case-wise rule.
Attn:
It is recommended that the user remembers the username and password and keeps them
private at all times to ensure that there is no security breach to his |her account.
Tip 2:
The user will confirm the account details based on the name (extreme
left) & the access level (at the Middle). The User can opt to leave the
application by tapping on the logout link on the extreme left)
Tip 3:
As the Data Manager, the user is only able to see the Reports

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Version: 2.3
Tip 4:
Tip 5:
Tip 6:
Tip 7:
Tip 8:
Tip 9:
To view all the records (498, as circled in
red), the user should slide his | her finger in
the direction of the arrow. In this case, the
last record is 498.
Tip 10:
Tip 11:
Tip 12:
Tip 13:
Tip 14:

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Tip 15:
Tip 16:
The user should click on this icon to minimize the
Tip 17:
The user should click on this icon to restore the
Tip 18:
Tip 19:
Tip 20:
To view all the records (21, as circled in red),
the user should slide his | her finger in the
direction of the arrow. In this case, the last
record is 21.
Tip 21:
Tip 22:
Tip 23:
Tip 24:
Tip 25:
down option appears for the user to choose the format to
save in. These are Excel |PDF | Word.

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Tip 25:
Tip 27:
data base.
Tip 26:

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6.0 System Administrator
6.1 Login
Attn:
It is recommended that the user ensure that they have the correct username and
passwords values to enable ease of login to the application.
Tip 1:
These fields are CASE SENSITIVE. The user should always ensure that the values entered are
reflective of the case-wise rule.
Tip 2:
After entering the user details, click on this tab to gain access to the PMS.
Tip 4:
The user will confirm the account details based on the
name (extreme left) & the access level (at the Middle).
The User can opt to leave the application by tapping on
the logout link on the extreme left)
Tip 5:
To search for a particular record, the user should enter the
record particulars here, then click on the search button.
Tip 3:
As the System Administrator, the user is only able to see the
Reports

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6.2 Masters Link
6.3 Masters Sub-Link
Tip 6:
Under the Masters link, these are the drop down links. There
are more options specific to particular links
Tip 7:
Under the Masters link, these are the drop down links.
There are more options specific to particular links
Tip8:
The user should click on to this
arrow to view the ENTIRE list.

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6.4 Activation and De-activation – Page 1
6.5 Tb Type
This is the screen that the user will see upon clicking on the TB TYPE sub link
Tip9:
To make a particular sub-type active or inactive, check or
uncheck the specific box.
Tip 10:
To add a new disease classification, click on this link.
This is the
Tip11:
Sub Types that have been made inactive are clustered hereThis is
Attn:
This screen shows the procedure for all the links.
Tip 12:
•The user can opt to edit the TB Type by clicking on this link.
•This can be repeated for Pulmonary TB.
Tip 13:
Click here to add new TB Type
Attn
This is the active screen

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6.6 Activation and De-activation Screen - Page 3
6.7 Successful Update
Tip 16:
A prompt showing a successfully updated item(s) on completion.
Tip 14:
This is a mandatory field as denoted by the red vertical
strip; therefore, the user MUST fill it.
Tip 15:
On completion of entry of data, the user should tap
onto this tab for the system to update.
Tip 17:
These show the two TB Sub type.
Tip 18:
The user should click on this tab to add a new TB
Type.

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6.8 Successful Deactivation
6.9 User Management
Tip 20:
Click on here to change patient status to Not Activate patient
Tip 21:
Click here to change patient status to Active
Tip 19:
A prompt showing a successfully updated item(s).
Tip 22
These are the sub-links under User Management Link
Tip 23:
To search for a particular record, the user should enter the
record particulars here, then click on the search button.

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7.0 Managing Users – Page 1
7.1 Managing Users’ – Page 2
Tip 25:
The user should scroll
through the pages of the list
to see all users.
Tip 24:
Upon clicking the recycle bin icon, the user can delete an item.
However, the item is retrievable.
Tip 27:
Click on this link to manage
users’ accounts.
Tip 26:
The greyed link shows the active screen while the red link
shows the ‘’mother link’’

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7.2 Editing Users – Page 1
7.3 Editing Users – Page 2
Tip 28:
On clicking on this icon, the user is prompted further on what to
enter in the specific fields.
Tip 29:
User should tap on this tab after having made a
choice on gender.
Tip 30:
Should the user choose ‘male’ this radio button will turn from
grey to green color. This applies for both Genders.

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7.4 Managing Users’ Roles – Page 1
7.5 Managing Users’ Roles – Page 2
Tip 31:
The user should click on the +sign to view the items under Patient
Management System.
Tip 32:
These are the drop down links under the Patient Management
System Link

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7.6 Managing Roles – Page 3
Tip 33:
To assign role permissions, the administrator should click
on this box.
Tip 35:
On completion, the administrator is required to tap
on the Update tab to effect the changes.
Tip 34:
Ticked boxes show assigned permissions.

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7.7 Reports Screen
7.8 GIS Reports
Tip 36:
These are the fields that the administrator van view
under the Reports Link
Tip 38:
These are the fields that the administrator van view
under the GIS Reports Link
Tip 37:
Once the user has completed work on the web, the user should
ensure that he |she logs out procedurally by tapping on this link. This
will guarantee privacy and safety of patient records.

TIBU1_User Manual_WebApp_Final_v2.0_10Jan13

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