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E-MAMTA USER MANUAL

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E-MAMTA USER MANUAL

Disclaimer:

Needless to say the responsibility of any error is ours. We welcome suggestions, or


queries for further clarity. We request all readers who notice discrepancies and errors or
mismatches between what they read and observe, to bring the same to our notice.
Please write back at: md-nrhm@guj.gov.in

Department of Health and Family Welfare, Government of Gujarat

Technical support by NIC, Gujarat.

Date of Publishing: June 2010.

Copy Right: Department of Health and Family Welfare, Government of Gujarat

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E-MAMTA USER MANUAL

All the efforts of Health department of Gujarat are driven towards


improving health of the people of Gujarat by amassing partnership. This
year some new initiatives like initiation of Village Clinics, E-Mamta and
universal check-up of school going children have been taken up by my
Department to improve the health of mother and children in the State.

Access to accurate and reliable information on the health of mother and child is
essential in order to provide appropriate services. The collection of this information is
important not only at the health facility level, but also at the community level, given
that many illnesses never reach the health facility and go unreported.

Gujarat is the first State to put in place a system whereby the HMIS reports will
be generated through aggregation of services and name based tracking of mother and
child health services. This is also the only application of its kind which would track the
migratory population, thereby allowing us to effectively cover the drop-outs. Team
Gujarat looks forward to its replication by the fellow States.

Jay Narayan Vyas


Minister of Health and Family Welfare, Gujarat

The E-mamta software has been implemented by the Department of


Health and Family Welfare in collaboration with NIC to capture health
data from the grassroots level.

The district, region and State teams have been trained to collect relevant
information within their villages and enter this information at the Primary
Health Centre/sub-center level. This information is used by the district health
authorities to direct their resources and services to where they are most needed.
Simultaneously, Female Health Workers are able to generate their work plans and work
in a more focused manner.

Parbat bhai Patel

Minister of State for Health,

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Gujarat
An effective health management information system (HMIS) is an
important instrument to plan and monitor health interventions and
facilitate overall surveillance of the health condition of a population.

Despite the availability of abundance of information, in health sector there


is a need to build capacity to find, communicate or use the information
effectively. The data are presented as complex spreadsheets or numerical tables that are
not easily understood. Effective coordination to fill the gaps in data collection is the
need of the hour. This would lead to optimal use of data for planning and monitoring.
E-Mamta connects all the decision centers in the organization to improve the
management of health programs and services. Each Family in the State is being given a
Health Id. All pregnant mother/child will also be given a Unique ID with which the
services provided to them can be tracked. Subsequently, this will result in enhancing
the capacity of health department.

Rajesh Kishore IAS


Principal Secretary
(Medical Services and
Medical Education),
Gujarat

E- Mamta is a step towards realizing the vision of Swarnim Gujarat and the
Millennium development goals of reducing IMR & MMR in the State. I
congratulate the State Rural Health Mission of Gujarat and NIC for
developing this customized application to track the services provided to
every Mother and Child and thereby improve the health service delivery.

Now, health indicators for each and every village can be obtained through
aggregation of data and information can be generated at the district, block, and village
level. This makes the generation and maintenance of reports easy at the field level and
eliminates data duplication caused by multiple data reporting. The deliverance of
various Reproductive and Child Health services like ANC, delivery, PNC,
Immunization, family Planning and Adolescent Friendly Health Services will definitely
improve through this program.

Smt. V.L Joshi IAS


Principal Secretary (Public Health)

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Commissioner (Health), Gujarat.

ABBREVIATIONS

ANC: Ante natal care

ASHA: Accredited Social Health Activist

BPL: Below Poverty Line

CY: Cheeranjeevi Yojana

ECP: Emergency Contraceptive Pills

EDD: Expected Date of Delivery

FHS: Family Health Survey

FHW: Female Health Worker

HMIS: Health Management Information System

ID: Identification Number

IFA: Iron Folic Acid

IUD: Intra Uterine Devices

JSY: Janani Suraksha Yojana

LMP: Last Menstrual Period

MO: Medical Officer

PHC: Primary Health Centre

PNC: Post Natal Care

RTI: Reproductive Tract Infections

STI: Sexually Transmitted Infections

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FOREWORD

E-Mamta is a management tool to reduce IMR/MMR/ TFR and track the health
service delivery at the individual level. Here, we also look at the integration of various
health information systems, decentralization of information, flexibility and cost
effectiveness and compilation of health data through aggregation of services to the
individual beneficiaries.

E-Mamta would initiate evidence based planning, tracking of beneficiary-wise


information on reproductive and child health services, adolescent health services. This
would help us in knowing the left outs in essential programs like immunization,
anemia, malnutrition etc so that we can reach them. The monthly work plans would
enable the service providers at the grassroots level to identify the span of their work
and reach the people who do not voluntarily opt for services. Through SMS messages
to beneficiaries we would try to reach directly to the beneficiary to remind them of the
services due to them.

The monitoring reports of the State level would also be generated using this
framework that would help improve the quality and utilization of information
generated in the health system. We have built in value add citizen service features like
Individual Immunization Record, Child Growth Chart, Weight/Hb Chart for the
Pregnancy etc.

To facilitate the replication of the E-Mamta in other States we have prepared this
user manual to get oriented with different functionalities and modules included in the
software. This manual is easy to use and includes illustrated description of various
functionalities and modules included in the software. Our Help desk and other
Resource persons will always be available to provide further guidance.

Like all other software’s, E-Mamta is under a process of constant evolution and
new modules and functionalities are being added on. New versions of the manual will
thus be made available to the users at periodic interval.

Anju Sharma IAS


MissionDirector,
State Rural Health Mission,
Gujarat
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ACKNOWLEDGMENTS

The current version of E


E-Mamta
Mamta has been developed through an enduring process. We
express our sincere thanks to the Hon’ble Minister of Health, Gujarat and Hon’ble Minister of
State for Health, Gujarat, for their undoubting support and guidance in this initiative. We are
also indebted to the Principle Secretary (Medical Education & Medical services), Principle
Secretary (Health) and Commissioner Health for their unflinching support and guidance.
I would also thank the Ministry of Health and Family Welfare, Government of India,
especially, MD, National Rural Health Mission, GOI and all our partners for financial support
and guidance to develop and implement the program

The E – Mamta application has been conceptualiz


conceptualized
ed by the Mission Director NRHM
Gujarat. She has provided her constant support and guidance in developing the program and
has also been instrumental in including some unique features in the application, especially,
Birth charts, Immunization Card, Weight ccard,
ard, Work Plan for Malnutrition, Stock inventory,
Growth chart, HMIS Integration etc.

The smooth roll out of the application was possible due to the consistent endeavor of
our State Health team including all the Additional Directors - Health, Medical Education,
Educ
Medical Services, Family Welfare, Joint Director MCH, Deputy Director Rural Health. We are
especially thankful to Dr. B.K. Patel Additional Director, Family Welfare and Dr. N. Dholakia,
Deputy Director MCH for their constant support in developing the modules and training at the
grass root level and thus making the application a success. The enthusiastic participation of all
Program officers, RDDs, CDHO, CDMO, RCHO, ADHO, Urban Health Officer, DPMU, Project
officers, SPMU, DPC, CPC, PHN, District M& M&E,E, BHO, MOs, Block M&E, Block HV, ANM,
ASHAs has led to the successful implementation of the E E-Mamta
Mamta program in a very short
period, in the State.

The development and operationalization of the application has been made possible with
the technical support by the National Informatics Centre, Gujarat, under Shri Rajneesh Mahajan,
State Informatics Officer. I would also be failing in my duties if I do not mention the
contribution of Shri Anand Shah, Principle Systems Analyst and his team of Programmers as
welll all the data entry operators in various health facilities of the State. I am also thankful to my
staff of Vital Statistics and demographic & Evaluation branch for their timely support and
action taken during the training of E E-mamta.

Shri K. K Panchal
Additional Director(VS) &
Nodal Officer (e-mamta)
(e

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Table of Contents

ABOUT E- MAMTA………………………………………………….…..…..11

MODULE 1: GETTING STARTED……………………………………..............14


MODULE 2: DATA ENTRY ………………. …………………….……………16
MODULE 3: DATA VERIFICATION……. …………………….…………….19
MODULE 4: GENERATING WORKPLANS ………………………….….….21

MODULE 5: GENERATING REPORTS………………………………………42


MODULE 6: VALUE ADDED SERVICES ……………………….…………..48

FEATURES OF E-MAMTA…………………………………………….54

MONITORING AND TRAINING …………………………………… 55

PLANS AHEAD……………………………………………………...….56

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ABOUT E-MAMTA

E-Mamta Name Based Information Tracking system

Tracking of Pregnant mothers and children has been recognized as a priority area for
providing effective Healthcare services to this group. As a major initiative in this
regard, the Health and Family Welfare Department, Government of Gujarat, has
introduced a Mother & child name based tracking Information management system “E-
Mamta” in collaboration with NIC, Gujarat.

E-Mamta is a generic system which aims to provide information of different health


services received at the individual level, by monitoring all the encounters that an
individual undergoes in his/her health program. This system aims to help the service
provider (health worker or doctor) by categorizing various health services the
individual person has to get (with due date) and missed services. It also provides for
effective monitoring of different health services drilling down to the individual patient
information.

The development of the E-Mamta has been ongoing since January 2010.

A. Situation analysis

This has included the study of primary registers and ANC/Immunization cards to
understand what are the “essential data set” which must be included in each of the
forms.

B. System objectives

The system has two broad set of objectives:


1. To provide the effective monitoring of different services at the individual level, where
reports could be sorted on the following criteria- by individual patients; by village; by
period; by service providers.

2. To aggregate the individual patient based data and import it into the facility based
HMIS so as to avoid double registering of data and thus improve the quality of data.

C. System logic

The system will allow registering: Person Object, Person Attribute Object, Person Attribute
Value Object, and Person Identifier Object (This object stores all the unique health
identifier of individual. A person can have single or multiple identifiers such as
passport number, PAN number, Driving license, UID, etc.), Identifier Type Object,
Program Object (this object contain information about various health program), Program
Stage Object, Program Instance Object(This object stores the relationship between person
object and program object.), Program Stage Instance Object(This object stores various
program stages, its due date and its execution date for particular person object.), Person
data value Object, Organization Unit Object(Organization units are organized in a
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hierarchy with a parent and a set of children. Each organization unit is identified by a
name and possibly an organization unit code.), Data element Object (Data element refers
to that which one can register data for).

E-Mamta, is an information management system that works towards case based


tracking of all pregnant mothers and children up to 19 years of age. All girls & women
(14-49 years) and all children (0-6 years) will be tracked in this program. The tool
enables better service delivery by:

i. Identifying the accurate requirement and utilisation of services in specific


categories

ii. Identifying gaps in service delivery

iii. Communicating directly with the beneficiaries/service providers through system


generated SMS alerts

iv. Assisting the program managers in planning the programs and policy formation
through better monitoring and evaluation.

v. Better financial and physical monitoring of programs and motivation of Human


resource.

The system works in four phases:

1. Family Health Survey: The mammoth first step in this regard, being Family
Health Survey in rural & urban areas (slum and slum like) has been successfully
accomplished by the health workers. Individual records of around 75.5 lakh
families comprising 38.3 million beneficiaries, covering almost 75% of population
of Gujarat have already been entered in the Information system ‘E-Mamta’ till
date. The benefits of the unique family healthcare ID provided is to capture the
migration details and prevent loss of cases due to migration. The family survey
data is being validated through physical verification by ASHA/FHW/ MOs and
other senior officials in order to ensure accuracy and reliability of the data.

2. Registration of pregnant mothers and children: All mothers who are pregnant
and children of age up to 6 years are being registered and provided a unique
mother/child health ID.

3. Tracking of healthcare services through monthly work plans: The services provided to
the pregnant mothers including ANC, delivery, PNC and immunization are captured in
this program.

Thus E-Mamta facilitates service delivery through:

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 Elaborate work plans prepared at Sub centres and given to ASHA/FHW


to provide services falling due to the beneficiaries

 The details of services provided to the mothers and children for ANC,
immunization, PNC, nutrition are recorded in E-Mamta at the
PHC/village level which facilitates to identify the gaps in the continuum
of care

 SMS alerts will be sent to the beneficiaries/health workers for the services
that fall due.

 Monitoring the incentives paid to various health workers

 In accordance with the Family based approach, the information could be


integrated with data from School Health, ICDS, Education and thus help
in giving a holistic picture on individuals regarding health, education and
nutrition

 The HMIS report like form no. 6,7,8,9 and register no. 2,3,4 and 5 would be
generated through E – Mamta by aggregation of various services.

Monitoring and Evaluation is possible through the software in least time by generating
the following reports:

1. Child Immunization Record, Child Growth Chart (male), Child Growth Chart
(female) is made available for every child and can be obtained through E-Sewa
Kendra.
2. Monthly reporting format (Form no. 6,7,8,&9) will be prepared by aggregation of
services given to the individual beneficiary to trace the services back to the
beneficiaries.

3. Mother search available on eight parameters including Ration card number,


RSBY card number, BPL card number, mobile number, Family ID, Health ID,
Name and Village.

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MODULE 1: GETTING STARTED

Tracking of Pregnant mothers and children has been recognized as a priority area for
providing effective healthcare services to this group. As a major initiative in this regard,
the Mother and Child Tracking system (MCH) is name based pregnant mother and
child tracking system. It is a management tool to reduce MMR/IMR/TFR and track the
health service delivery at the individual level.

MCH is a generic system which aims to provide information of different health services
received at the individual level, by monitoring all the encounters that an individual
undergoes in his/her health program. This system aims to help the service provider
(health worker or Doctor) by categorizing various health services the individual person
has to get (with due date) and missed services. It also provides for effective monitoring
of different health services drilling down to the individual patient information. The
application is designed and developed by NIC, Gujarat.

The URL for MCH Tracking system is …..

http://e-mamta.guj.nic.in
The Main screen of application is as follows….

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By clicking on “Login” you can get the login screen…..

Enter your
user id and
password.

Note : The user ID and password will be provided to each state respectively.

MAIN MENU

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MODULE2: DATA ENTRY

The data entry module includes the data entry of family health survey, mother registration,
child registration, adolescent friendly services registration, HIV/AIDS service registration etc.
The family health survey data entry module includes location details, identification details,
health provider details, ANC details, pregnancy outcome details, PNC details for pregnant
mother, child, adolescent, family planning etc.

SELECT
District,Te
hsil,PHC,S
UB SC,
Village as
per the
MASTERS
you have
entered

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Family Health survey Entry

Data Entry
Menus

System Generated
Unique Family ID

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MODULE 3: DATA VERIFICATION

List of Families already


entered in the system

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MODULE 4: GENERATING WORKPLANS

This unique feature of the application gives a comprehensive view of services to be


given to different group of beneficiaries. The work plans can be generated at the PHCs
level/E-Gram Kendras in village and a hard copy of the same is distributed by the
Medical Officer to the field level workers (FHWs, ASHA & Additional FHWs) for field
contact and Mamta Day(Village Health and Nutrition Day) services that are due to
various groups of beneficiaries to ensure that none of these are missed out. The District
and State level administration can also keep an eye on the services being provided to
the beneficiary.

Currently, Work plans for New Registration, ANC, Delivery, PNC Mother, Neo natal,
Child service, Child immunization, Family planning can be generated through the work
plan module available in E-Mamta. Work plans can be generated by the MO PHC on
weekly or Monthly as per the requirement of the PHC.

All the services due in the workplan must be provided to ensure complete coverage.

The following are the screen shots and brief details of the work plans which can be
generated after entering the required information

Work Plan for Registration for Pregnant Mother

After verifying
data Click here
for verification

WoWorkOwrkrk Plan for ANC


Service

The family health survey of the village is to be conducted and the data entry of all the
families surveyed must be entered. The new registration plan includes the Health ID,
name of the pregnant woman, caste, age, BPL status, eligibility for JSY and
CY,provision of home delivery kit, number of living children, adoption of FP methods
earlier,date of ANC Registration, date of LMP, number of pregnancies and Contact
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number. This workplan covers comprehensive information required for providing a


range of ANC services to a newly registered pregnant lady.

The work plan for ANC includes Family number and Health ID, name of the pregnant
women, date of LMP, measurement of weight, HB and BP, details about consumption
of IFA tabs and Iodized salt, administration of TT 1, 2 and booster, status of RTI/STI,
benefits of JSY, danger signs, referral, abortion and maternal death with status of verbal
autopsy. ANC workplans cover all the services required for standard protocol. The
Health visitor and MO PHC can monitor the services due to ANC mother.

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WorWOrk Plan for Delivery


Detailsk Plan for Delivery

Planning of delivery is again a very vital component for averting the unwanted
maternal deaths. The work plan for delivery covers all the crucial elements required for
the safe delivery. The workplan incorporates the family number and health ID, name of
the lady, Compensation for managing vehicle, use of 108 services, place of delivery,
person who conducted the delivery, type of delivery, referral, date of discharge,
provision of mamta kit and information about maternal death.

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Work Plan for PNC Mother

Workplan for PNC child

The work plan for neonates (PNC Child) covers all the crucial information of postnatal
period i.e. Family number, Health ID number of the neonate, Name and sex, date of
birth with status of CRS registration, breast feeding within 1 hour of birth, weight, live
birth or still birth status, PNC visits 3rd,7th and 14th,danger signs, referral and its place.

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The above information related with the neonate in the PNC period will ensure
completeness of services in the post natal period for newborn.

The workplan for child services entails the Family number, Health ID number of
neonate, name of the child,age,weight, blood group,administration of small IFA, details
of childhood disease, details and status of death audit (in case of death).

The incomplete coverage of immunization services had been a huge problem since long
due to the absence of an efficient tracking system. The work plan for immunization
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services will provide due date of all the vaccines to be given to the child and status of its
administration on a particular date. The work plan will immensely help in tracking the
left out and drop outs for immunization services. This work plan will be generated
according to the given date of birth of the infant.

The family planning workplan will be generated for all eligible(15-49years) married
couples using no permanent method of sterilisation. It provides the information on
complete range of family planning methods adopted by the benefeciary which includes
Sterlization,IUDs,condoms,oral pills and ECP. It also provides details of any
complication, referral and death due to family planning services. Workplan will act as a
guide for the health worker to assess family planning need and is expected to boost the
couple protection rate among the eligible couples. It will also help in counseling at the
time of ANC.

Work Plan for


Adolescent

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The work plan for adolescents will provide information of Hb testing, weight
measurement, RTI/STI and administration of IFA tablets. The above work plan will
help in providing a complete range of services required for adolescents. Workplans for
other health services like anemia, malnutrition, growth monitoring, HIV/AIDS etc are
under the process of development and will be available in new releases.

Work plan for malnutrition

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Select the Mother from


the list or click on
Mother search option

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System will
generate a
unique number
for tracking
pregnancy of
that mother
during her life

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TT2 Vaccine detail

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ANC

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ANC

ANC Mother Detail

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Incentive detail

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Delivery/MTP Reg.

Delivery/MTP Reg.

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Delivery

Delivery

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PNC Visit (Mother)

PNC Visit

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Delivery
PNCHistory
Visit(Child)

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Child Registration and Vaccination

Child Growth Monitoring

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Vaccination Detail

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Vaccination Detail

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MODULE 5: GENERATING REPORTS

The report module generates report for various type of data entered in the software.
The major reports which can be generated from this module are as under:

 Family Health Survey Data Entry Status


 Family Health Survey Register 2
 Mother Care Register No.4
 Child Care Register No.5
 Registration of Pregnant Women
 Registration for Child Services
 Pregnant Mother Summary
 Child Summary (0-1 yrs & 1-6 yrs.) etc.
 Registration of Adolescent

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Brief overviews of the various reports are as under generating reports

The above report provides the status of data entry of Family Health Survey done. This
report provides a brief summary of FHS data which include total number of families,
total number of family members, live members, number of males and females, women

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in the reproductive age group (15-49) and children (0-5 yrs.). These are very basic
information of each family of the state based on which various health services for
different beneficiaries can be planned and tracked later on. FHS status can be tracked
up to the village level.

Family Health Survey Form

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Mother Services

Family Health Search Module

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Statistical data of Pregnant mothers registered in particular village

Report on Pregnant Women Registered

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MODULE 6: VALUE ADDED SERVICES

This component of the software has various features like dash board indicators, notice board
search options, family search etc. It also generates child immunization card, growth chart male,
growth chart female, pregnant women Hb/weight chart. A record of children registered and
those fully immunized can also be obtained. The most striking feature of this module is that the
number of Maternal and Infant deaths occurred in the State can also be speckled on the screen.

The chart for weight and haemoglobin status of the mother can be obtained by entering
the mother register number in Mother Hb/Weight module. The haemoglobin chart
provides the level of haemoglobin in “mg” in comparison to the period of pregnancy.
The comparative view of the month of pregnancy, Hb. level, weight and IFA given can
also be seen in tabular form.

The Growth chart of all the children (0-5years) whose details are entered in the software
can be generated through the growth chart option available in report module. The chart
can be generated both for male and female child. Based on the data entry, the chart will
immediately show whether the child is normal, moderately malnourished or severely
malnourished.

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Page 2 of Child
Immunization report
shows complete
immunization detail
of that particular
child.

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Selection of Beneficiaries
Facility to send SMS in
regional language

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List of beneficiaries particular


month

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NOTICE BOARD

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FEATURES OF E-MAMTA

DASHBOARD

Dash Board for viewing


Health status of the state
on single screen

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MONITORING AND TRAINING

Training of all CHC Superintendent, CDMO,


Urban Health Officers has been conducted at State
level. Six Regional level Training have been
completed. All the members of the District Health
Team (RCHO/ADHO/DPC/PHN/BHO/District
M and E) have been trained at regional level.
Subsequently, at
district level
CDHOs have
imparted
trainings to the district, block health Teams
(BHO/MO/PHN/DPC/Dist. M and E/ Block
HV/HV). All the PHC and SC level functionaries have
also been trained. For monitoring the quality of
training, State level officers were also present. With the
help of SATCOM facility available in the State, district,
block and all the medical and paramedical staff have been reviewed and provided
implementation instructions. All the queries were discussed and solved one to one in
the Stacom Programme organized every month.

National Rural Health Mission, Review and Thematic Workshop, Bhopal, 2-4 July
2010.

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PLANS AHEAD

 Integration with mobile based technology.


 Convergence with all National level programs.
 Full convergence with ICDS, Primary education, school health.
 Supply chain management of vaccines and drugs.
 Generation of complete health records.
 Access to private service providers.
 Integration with E-Sewa and E-Gram at village level.

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