How to run an efficient and effective data use meeting for family planning programs and beyond

In this practical, hands-on simulated data use session in the Making Self-Injection Count workshop, participants first learned about experiences running data review meetings in Kenya and Tanzania, highlighting lessons learned and best practices. Then they practiced skills using a mock decision-support tool to solve a common self-injection data challenge.

Objectives

By the end of the session, participants were able to:

• Describe key components of successful data use meetings and how data use meetings can be used to strengthen service delivery for family planning and self-care.
• Identify the skills, knowledge, and competencies (i.e., role profiles) needed for an effective data use team.
• Apply practical, hands-on strategies to run a data use meeting (including virtual meeting).

Key takeaways

• Data availability in HMIS/LMISes is necessary but not sufficient for efficient data use, strong service delivery, and commodity availability.
• Data-use teams comprise people from various levels of the health system with a common goal, a structured approach, and tools for reviewing data and taking action. Teams are trained to use data to clearly define and prioritize problems, conduct a root-cause analysis, and recognize small wins and good performance.
• There are seven key roles of an effective data-use team. Team members may assume different roles depending on the context and the problem being addressed.
  • Organizer (logistics, agenda, notes).
  • Problem solver (questions why, addresses challenges, steering to root cause of problems).
  • Data wizard (indicators and interpretation, analysis of raw data, graph trends, visualize data).
  • Supply chain (deep understanding of technical areas, supply chain processes, critical analysis of systems).
  • Influencer (access to decision-makers, suggestions are taken seriously, advocacy).
  • Resource (handles/advocates for funding).
  • Leader (needs to endorse or support decisions, big picture/vision of the team).
• Critical components for effective data use:
  • Deliberate design: multidisciplinary team with a common performance goal.
  • Decision-support tool: user-friendly visualized data.
  • Follow a structured process.
  • Consistency: regular data review meetings with consistent attendance because data change with time.
  • Champions and leaders who guide implementation and work to sustain the gains achieved.
  • Institutionalization of and resources for the data-use approach into existing structures.

Presenters

• Johnson Anyona, Analyst, InSupply Health
• Judy Anyona, Senior Advisor, InSupply Health
• Janet Makena, Analyst, InSupply Health
• Nomena Raberaoka, AC MLE and HCD Consultant, Madagascar
• Avotiana Rakotomanga, Madagascar Country Coordinator, JSI