Training and Facilitation Guide:SMS Message Training points/en

System and SMS Message Training points

In addition, please refer to Operational_instructions:Message_Information_sheets_ENG

Administrative activities for Coordinators

• Website familiarisation
• Check User Types and User Group allocation for all registered staff
• Register new staff
• Users’ registered locations need to be at the Desa level
• Users’ area of responsibility needs to be set and can overlap with other users
• Need also to discuss what to do in the event of two reporters reporting same case (double up), who should have responsibility of responding to pelsa reports and what to do in the event of ‘bad reports’ where the immediate response is to DELETE data.
• Check alerts – Pelsa alerts should go to vets and paravets. Some pelsa alerts (suspected rabies and anthrax especially) can go to other nearby pelsa.
• Infrastructure additions
  • LOK using Google Map generated coordinates
  • Capture offices, labs, other infrastructure
  • Assign staff to point location where possible
• Creation of Surveillance and Vaccination campaign generation on Website.
• Drug list creation

Generic introduction to iSIKHNAS

See Powerpoint presentation

Pelsa and Dinas disease reports

• Differential diagnosis vs definitive diagnosis
• Differential diagnosis = opinion based on signs – anyone can have an opinion
• Discussion regarding building evidence towards a definitive diagnosis and that this is just the first step towards that goal wherever possible.

U [tanda,tanda...] ([spesies] [jumlah hewan]…) {lokasi} {diagnosa,diagnosa...}

• NOTES
• 2 ‘list’ style entries – tanda and diagnosa which need to be separated by a comma if multiple entries are required
• Signs recognition practice (Pelsa and Dinas)
• General signs versus Priority syndrome awareness raising
• Differential diagnosis vs definitive diagnosis
• Avoiding 'other signs', ‘tanda lain’
• Repeating sequence (species, number of animals) for multiple species with similar signs
• Codes for specific signs can be queried using CKT [nama tanda]. Sign codes can be found by CKT [freetext] query which allows users to query the code for signs which start with similar letters or match the freetext entry. Eg CKT kembung returns kembung KBG and other options with similar letter configurations.
• When to use optional location code – pelsa with several villages, dinas almost always
• New location codes – imperfect at the moment but will gradually be updated locally
• AH staff vs Pelsa reporters – different message formats
• U report from Dinas does not require an R report. U report from Dinas is U and R together.
• Diagnostic strengthening training for Dinas staff will be available in the near future
• 100% response rate should be the target – mostly by telephone perhaps

P [sindrom] ([spesies] [jumlah hewan]…) {lokasi} {diagnosa,diagnosa...}

• NOTES
• Priority codes and definitions – 6 syndromes
• 1 additional undefined Priority syndrome where signs don’t fit into the syndrome description but reporter feels urgent response is required (if suspected to be zoonotic, highly contagious, high mortality etc)
• Positive Consequences (Thanks to those who report P even if it turns out to be false alarm, as it will in many cases, at least it shows reporter is alert and conscious of importance of P. )
• Differential diagnosis vs definitive diagnosis
• 100% should be visited
• Repeating sequence (species, number of animals) for multiple species with similar syndrome
• Location code will be required for reports by Dinas staff
• List style entry for differential diagnoses – multiple diseases should be separated by a comma
• Disease codes can be found by using CKP [nama penyakit]
• Additional Priority Syndrome added which allows Pelsa to report urgent looking case (zoonosis, high morbidity/mortality or contagious) without having a clear syndrome = alert for unknown or exotic

NOTES

• 2 ‘list’ style entries – tanda and diagnosa which need to be separated by a comma if multiple entries are required
• Signs recognition practice (Pelsa and Dinas)
• General signs versus Priority syndrome awareness raising
• Differential diagnosis vs definitive diagnosis
• Avoid using 'other signs', ‘tanda lain’
• Repeating sequence (species, number of animals) for multiple species with similar signs
• Codes for specific signs can be queried using CKT [nama tanda]. Sign codes can be found by CKT [freetext] query which allows users to query the code for signs which start with similar letters or match the freetext entry. Eg CKT kembung returns kembung KBG and other options with similar letter configurations.
• When to use optional location code – pelsa with several villages, dinas almost always
• New location codes – imperfect at the moment but will gradually be updated locally
• AH staff vs Pelsa reporters – different message formats - no diagnosis for pelsa.
• U report from Dinas does not require an R report. U report from Dinas is U and R together.
• Diagnostic strengthening training for Dinas staff will be available in the near future
• 100% response rate should be the target – mostly by telephone perhaps

P [syndrome] [species] [number of animals] {location} {diagnosis,diagnosis...}

NOTES

• Priority codes and definitions – 6 syndromes but should also be referred to as a tool for reporting "important" disease, not just listed "priority diseases"
• 1 additional undefined Priority syndrome where signs don’t fit into the syndrome description but reporter feels urgent response is required (if suspected to be zoonotic, highly contagious, high mortality etc)
• Positive Consequences (Those who report P should be thanked for staying alert, even if their report turns out to be false alarm, as it will in many cases, at least it shows reporter is alert and conscious of importance of distinguishing important from routine disease. )
• Differential diagnosis vs definitive diagnosis
• 100% should be visited quickly (after a telephone call to ask for further details)
• Repeating sequence (species, number of animals) for multiple species with similar syndrome
• Location code will be required for reports by Dinas staff
• List style entry for differential diagnoses – multiple diseases should be separated by a comma
• Disease codes can be found by using CKP [nama penyakit]
• Additional Priority Syndrome added which allows Pelsa to report urgent looking case (zoonosis, high morbidity/mortality or contagious) without having a clear syndrome = alert for unknown or exotic

 PNEG

NOTES

• Pelsa should send every week – only Pelsa
• Means that they have not seen any priority syndromes other than the ones already reported that week
• 6 priority syndromes so if a pelsa has reported for one or two P that week then his PNEG will mean that the other remaining Priority syndromes were not seen.
• Useful for collecting proof of freedom from disease for developing arguments in the control of animal movements, trade and other important issues relating to spread of disease and outbreak control strategies

Dinas Routine Response messages

 R [Case ID] [visited (K/T)] [differential diagnosis,differential diagnosis...] {other diagnoses}

NOTES

• Dinas - What questions to ask the pelsa to get a clearer picture of the case - communication activity
• R = DINAS U or DINAS P
• List sytle entry for diagnoses – multiple entries are separated by a comma.
• Disease codes can be found by CKP [nama penyakit].
• ‘diagnosa lain’ is optional and for freetext diagnosis if code not found in disease list
• Is the case important? Priority? Zoonosis? High morbidity/mortality? New/Unknown? If yes then FULL INVESTIGATION - forms for investigation exist in various departments these will be integrated in the future into iSIKHNAS system

OB [ID Kasus] ([kode obat] [jumlah hewan] {dosis}...)

• NOTES
• Drug codes will be required.
• Drug codes can be found by using SMS kode search (CKO)
• Number of animals,
• Dose per animal
• Repeated sequence possible for multiple treatments
• Traditional treatments can be reported at the discretion of kabupaten policy

NOTES

• Drug codes will be required.
• Drug codes can be found by using SMS kode search (CKO)
• Number of animals,
• Dose per animal
• Repeated sequence possible for multiple treatments
• Traditional treatments can be reported at the discretion of kabupaten policy

 LAB [case ID] ([specimen type] [specimen form] {section} [number of specimens]...) [lab ID]

NOTES

• Separate messages using the same Case ID if samples are to be sent to different locations
• Lab section code is optional
• Repeating sequence possible for multiple specimens going to the same lab
• Separate messages required (using the same Case ID) for specimens being sent to different labs.
• Must remind staff to label specimens properly with the Case ID so that this is entered in the LabInfo system and the connection between the two systems can begin.
• The LabInfo interoperability will be commencing early 2014

 PK [case ID] [outcome code]

NOTES

• If unknown, Case ID can be found out by LAPD usually
• Helps to ‘close’ a case.
• May come in response to questioning of pelsa/farmer during visit (with perhaps the help of LAPD) or someone volunteering the information in a passing manner.
• Repeating sequence: ([outcome code] [number of animals])
• Pelsa may also use this at the discretion of the Kabupaten. This will need to be set through the user permissions management section on the website.
• Collects data to help with monitoring treatments, diagnoses and follow up rates.
• Not really interested in whether the animal has been sold.
  • SB = Recovered
  • MS = Still sick
  • MT = Dead due to the disease or slaughtered due to the disease

Priority investigation and response

• LTL: Follow-up report/Laporan Tindakan Langjut
• TK: Clinical signs/Tanda Klinis
• RVAKː Vaccination/Riwayat Vaksinasi
• Zː Zoonosis
• SPː Source of disease/Sumbar Penyakit
• UC: Quick test results/Uji Cepat
• LAB: Laboratory sample submission/Pengajuan Sampel ke Laboratorium
• DX: Definitive diagnosis/Diagnosa Definitif
• R: Response/Respons

Movement reports

Application for movement certificate where laboratory tests are required

LSK [ID pemilik] [asal] [tujuan] ([spesies/bangsa] [jumlah hewan]...) [ID laboratorium] {ownerphone}

• NOTES
• Application for movement certificate (with lab tests) always starts with LSK
• Owner ID is National ID card number or (soon) Driver’s Licence number
• Location code for desa of origin
• Location code for destination to whatever level is required Kabupaten or desa
• Repeating sequence: (species/breed, number of animals)
• Bangsa hewan (species/breed) code for movements
• Number of animals of that species/breed
• Lab ID
• Optional: Owner phone number to receive SKKH unique number.

Application for movement certificate where no laboratory tests are required

SK [owner ID] [origin] [destination] ([species/breed] [number of animals]...) {ownerphone}

• NOTES
• Application for movement certificate without the need for lab tests always starts with SK
• Owner ID is National ID card number or (soon) Driver’s Licence number
• Location code for desa of origin
• Location code for destination to whatever level is required Kabupaten or desa
• Repeating sequence: (species/breed, number of animals)
• Bangsa hewan (species/breed) code for movements
• Number of animals of that species/breed
• Optional: Owner phone number to receive SKKH unique number.

Confirmation report of movement

KSK [permit ID]{([species] [jumlah hewan]…)}

• NOTES
• To be used by Dinas staff to confirm actual numbers and date of movement
• Data is stored with other information about that unique movement
• Optional repeated sequence: (species, number of animals)

Validation of movement certificate

VSK [permit ID]

• NOTES
• To be used by checkpoint and police staff to query the authenticity of a movement certificate

Queries

Case queries

LAPD [kode desa] {number of cases}

• NOTES
• Used for finding out the last five cases from the desa
• Reports case ID and brief note about each case
• Useful for asking follow up questions about cases
• Use PK for making follow up outcome reports
• Use LAPK for more detailed information about each case
• Optional: Default last five reported cases for that village but may request up to maximum of 20

LAPK [ID kasus]

• NOTES
• Used for reviewing all the information of a single case
• Useful for providing feedback and answering questions from farmers and pelsa
• Useful for improving communication

Freetext question or feedback

Q [petanyaan]

• NOTES
• Useful if no other source of information available, for giving suggestions or feedback
• Q messages are sent to local coordinators and should be answered within 48 hours
• Try not to overuse this function

Search for a location code

CKL [nama lokasi]

• NOTES
• Freetext name of area, ie Makassar,
• Will accept errors in spelling and system will report codes for the 15 closest matching locations with similar name
• Does not recognise abbreviated names such as ‘Jabar’ instead of Jawa Barat
• 4 digit codes are province and kabupaten
• 6 digit codes include kecamatan
• 8 digit codes are desa codes
• 9 digit codes (8 + .1) are specific location codes identified by users through LOK function for specific points within an area
• The location codes currently available are only as good as those supplied to iSIKHNAS by BPS. They will be updateable by coordinators via the isikhnas website soon.

Get a list of location codes

DKL [kode lokasi]

• NOTES
• Put in the 4 or 6 digit code and system reports the desa codes for that area

List other system codes

KODE

• NOTES
• Useful if you forget your reference cards
• Simple KODE message sent to iSIKHNAS will report the codes for code lists
• Follow with a KODE [jenis kode] message.
  • SP = species
  • RP = abattoir codes in registered kabupaten
  • JHRP = slaughter animal types
  • POP = population report animal types
  • TAN = sign codes
  • JP = user type codes
  • PK = outcome codes
  • SL = laboratory section codes
  • BS = specimen form codes

KODE {jenis kode}

• NOTES
• SP = species
• RP = abattoir codes in registered kabupaten
• JHRP = slaughter animal types
• POP = population report animal types
• TAN = sign codes
• JP = user type codes
• PK = outcome codes
• SL = laboratory section codes
• BS = specimen form codes

CKT [nama Tanda]

• NOTES
• Search for General Signs using freetext entry.
• System will return the closest matches and their codes – may return in several messages
• Useful for when in the field but without access to Code Cards

CKP [nama Penyakit]

• NOTES
• Search for Disease codes using freetext entry.
• System will return the names of diseases which closest match and their codes
• Useful for when in the field but without access to Code Cards

CKO [nama Obat]

• NOTES
• Search for Drug codes using freetext entry.
• System will return the BRAND NAMES of drugs which closest match and their codes
• Useful for when in the field but without access to Code Cards

Special activities

Health permits for movement

SK [ID pemilik] [asal] [tujuan] ([spesies/bangsa] [jumlah hewan]...) {telepon pemilik}

• NOTES
• In the future, a web interface and possibly an app will be available for entering data more easily.
• Only accepts the national ID card number, not driver's licence at the moment
• Each permit is given a unique ID number by the system
• Completed permit sent to email address for printing, completing and stamping at the office. Animal owners should be asked to come into the office to collect certificate.
• Coordinators need to set the correct staff email addresses for receiving emailed certificates
• Need to establish clear responsibilities and workflow/process for the certificates
• Will need to enter some data by hand
• In the future, the national ID system may be linked to iSIKHNAS so that owner’s details are entered automatically
• Repeated sequence possible for multiple species

VSK [ID SKKH]

• NOTES
• For use when checking the validity of a permit number
• Helps to check for forgeries
• Helps to check accuracy of details

Vaccination

VAK [ID program] ([spesies] [jumlah divaksinasi pertama] {jumlah booster}...) [lokasi]

• NOTES
• Campaign number is produced by coordinator through the web interface
• May in the future have a query for local vaccination campaign number CKVAK, CKSUR
• Repeated sequence possible

Population

POP ([jenis hewan] [jumlah hewan]...) {lokasi}

• NOTES
• Location code must be Desa code (8 digits)
• Data must be Desa level data
• Useful for census data collection but maybe easier to use a spreadsheet data entry (this feature is coming soon)
• Useful for planning of vaccination campaigns
• Useful for production figures and planning
• Some reassurance should be given to the community that this information is not linked to any other system in government ie not used for taxation purposes.
• Information can be divided into several messages if preferred
• Must have village level location code if reporter is reporter from another location (very likely to be the case)
• Repeated sequence possible

Active Surveillance

SUR [ID program] ([species] [jumlah hewan]...) [lokasi] {ID laboratorium}

• NOTES
• Campaign number is produced by coordinator through the web interface
• May in the future have a query for local surveillance campaign number CKVAK, CKSUR
• Must have 8 digit desa location code
• Repeated sequence possible

Slaughterhouse Reports

RP ([jenis hewan] [jumlah dipotong]...) {kode RP}

• NOTES
• Rumah Potong codes are available via the website
• Reporters may report for several abattoirs so will need to use the short codes for their RP
• Rumah Potong codes are codes created specifically for this kind of building/infrastructure. They are NOT standard location codes.
• The codes for Jenis hewan in a RP report come from the JENIS HEWAN POTONG code list.

Artificial Insemination Reports

To be refined and introduced in 2014

Farmer Insemination request

IB {# animals}

• NOTES
• Farmer insemination request always starts with IB.
• Optional: Number of animals ready for insemination.

Insemination request - Non farmer

IB {# animals} [ownerID]

• NOTES
• Insemination request always starts with IB.
• Optional: Number of animals ready for insemination.
• Owner ID

Inseminator report with Request ID

RIB [RequestID] ([animalID] [strawID]…)

• NOTES
• Inseminator report always starts with RIB.
• Insemination request ID generated by iSIKHNAS and sent in request for service to inseminator.
• Animal identifier
  • ID of semen straw used.
  • Sequence may be repeated for multiple animals.

Inseminator report without Request ID

RIB [Owner ID] [Acceptor ID] ([Bull ID] [batch/straw] [service 1 2 3]) [Lokasi]

• NOTES
• Always starts with RIB
• Owner ID using unique identifier where possible
• ID of animal inseminated, using local system
• Repeating system:
• Bull ID
• Batch/straw
• Service number, 1, 2 or 3
• Location code to desa level

Pregnancy testing report

PKB [Acceptor ID] [T/Y]

• NOTES
• ID of animal (should be unique, using local acceptor ID system)
• Pregnant: Ya or Tidak

Birth report a

LHR [animalID] [birth?]

• NOTES
• Birth report always starts with LHR.
• Animal ID
• Live birth? Yes or No.

Birth report b

LHR [Acceptor ID] [J/B] [DoB] [Live? Y/T] {weight}

• NOTES
• ID of animal
• Sex of calf: Jantan or Betina
• Live calf: Ya or Tidak
• Optional: weight of calf

Administrative Functions

Register a new user

D [nama] [lokasi] [user type] {email}

• NOTES
• Use capitals and spaces for name
• New location code required to the Desa level. Work place location.
• Choose user type code carefully
• Encourage email address entry
• Coordinators can change most details later but try to be accurate
• Coordinators will define the Area of Responsibility later using the Website

Change a phone number

N

• NOTES
• From old phone number

N [PIN]

• NOTES
• From new phone number

Delete last message

H {message type code}

• NOTES
• H Deletes the last message
• H {message type code} Deletes the last message of this type ie RP or U
• To be used for recently made mistakes in message – usually discovered in the automatic system reply.
• Not for deleting data on the system
• When serious errors have been made, kabupaten coordinator should be contacted with details of Case ID. Save original messages wherever possible.

Add a new location

LOK [latitude] [longitude] [new location name]

• NOTES
• This function is for defining POINTS in a desa, for example, farms, checkpoints, outbreak points, centre of dusus.
• This should be done:
• If there is no code for the Desa in the code list, or
• If the disease event is far from the centre of the Desa
• New location codes can be created to identify the exact location of certain points and buildings etc.
• To create a new location code, you need to know the coordinates of the location, using a GPS or GPS-enabled smartphone. The format of the coordinates should be latitude and longitude in decimal degrees, for example:
• -3.31932 112.39203
• Other formats (degrees minutes seconds, degrees decimal minutes etc) are not accepted.
• Use a minus sign for the latitude to indicate south, or no minus sign to indicate north.
• In the future, there will be a function on the website to update locations, change kecamaten and village ‘connections’ when areas are redistributed.
• Geographic coordinates can also be found using Google Maps.