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ISDS 2018 Conference Abstracts

Application of tablet for data collection in HIV sentinel
surveillance in Vietnam
Duong C. Thanh*1, Ha T. Nguyen1, Giang T. Le2, Duc H. Bui3, Lo T. Dang3, Diep T. Vu2,
Nghia V. Khuu4, Tuan A. Nguyen1 and Huong T. Phan3
1HIV/AIDS, National Institute of Hygiene and Epidemiology, Ha Noi, Viet Nam; 2Centers for Disease Control and Prevention, Hanoi,
Viet Nam; 3Vietnam Authority of HIV/AID Control, Hanoi, Viet Nam; 4Pasteur Institute in Ho Chi Minh City, Ho Chi Minh, Viet Nam

Objective
To describe the implementation process, successes, challenges, and

lessons learned of the application of tablet for data collection and data
system in HIV sentinel surveillance in Vietnam

Introduction
Vietnam has routinely monitored HIV sero-prevalence among key

populations through its HIV sentinel surveillance system (HSS). In
2010, this system was updated to include a behavioral component
(HSS+) among people who inject drugs, female sex workers, and
men who have sex with men. HSS+ has historically used a paper-
based questionnaire for data collection(1). At the end of the survey,
provincial data were manually entered into computers using EpiData
Entry forms (http://www.epidata.dk/) and submitted to the Vietnam
Authority of HIV/AIDS Control (VAAC). As a result, feedback
to provinces on data issues was not provided until after fieldwork
completion. One recent survey used tablets for data collection and
found that it saved time, required fewer staff, and reduced costs
compared to paper-based data collection(2). In 2017, Vietnam
introduced tablet for behavioral data collection in HSS+ to improve
data quality, resource saving, and to provide more timely access to
data.

Methods
Development of data entry forms and data system
Survey data entry forms were designed using free Epi Info™

software for mobile devices(3) and installed on tablets. A SQL
database was established via SFPT data transfer to the current
database in VAAC’s server. Field data were instantly synced to the
national database when the internet signal was available (Picture
1). Real-time data analysis was granted to surveillance staff at all
levels using authorized access to the database via Epi Info™ Cloud
Data Analytics (ECDA), dashboards were used to track progress
and data quality (Figure 1). HSS+ data were frequently reviewed by
the National Surveillance Technical Working Group (NSTWG) and
timely feedback was provided.

Deployment
Manuals and e-leaning materials were developed. The NSTWG

conducted a pilot to test the forms and data flow from field to the
national database before installed into all tablets. Four to seven
tablets were distributed to each province depending on number of
HSS+ sites and populations. Surveillance staff at Provincial AIDS
Centers (PACs) were trained by the NSTWG on how to use the tablet
to interview, check, update, save data, and sync data to cloud and to
the national database, and to backup the provincial dataset. They then
provided trainings to their local field staff.

The NSTWG provided technical assistance and troubleshooting
through field visits and online support to help local staff address
issues regarding tablet use in addition to other HSS/HSS+ issues.

Results
Currently, 18 HSS+ provinces have implemented the 2017 HSS+.

Of these, nine provinces applied tablets exclusively. Two provinces

used tablets, but also used paper-based questionnaires when not
enough tablets were available. Seven Global Fund supported
provinces used the paper-based questionnaires and entered data
into tablets after interview completion due to copies of completed
paper-based questionnaires are required by these provincial project
management units (PMU) for fund re-imbursement.

Additional updates were required after the first few days, which
created issues around updating forms once revised forms were sent
out by NSTWG. Another challenge was that local staff were not
familiar with using tablets at the beginning. Also frequent complaints
were mainly on data entry and synchronization regarding participant
identity code or a record could not be synced.

The NSTWG and PAC staff were able to monitor the HSS+
progress and provided feedback daily. Most commonly, feedbacks
were provided on participant codings and site names. Using the tablet
did not require staff, time or money for data entry and eliminated data
entry errors. In general, staff prefered to use this data collection mode.

Conclusions
This mobile device application for data collection in routine HSS+

in Vietnam is feasible and accepted. However, harmonization and
coordination from the central Global Fund PMU and provincial
PMU will be required to successfully roll-out this system in all HSS+
provinces. This application in addition to ECDA help to improve
data quality, due to timeliness of the data, is cost saving and reduces
workload. Most importantly, better quality and timely data will
facilitate preparation for timely local planning and response.

ISDS 2018 Conference Abstracts

Keywords
HSS; HSS+; tablet; mobile device; data collection

Acknowledgments
To the survey participants, surveillance staff at all level for their dedicated
work on the HSS/HSS+, and the US CDC for ECDA deployment and
tablets through PEPFAR program.

References
1. Thanh DC et al. Brief behavioural surveys in routine HIV sentinel

surveillance: a new tool for monitoring the HIV epidemic in Vietnam.
Western Pacific Surveillance and Response Journal. Vol 6, No. 1/2015

2. National Institute of Hygiene and Epidemiology. HIV/STI Integrated
Biological and Behavioural Surveillance in Vietnam. Hanoi, 2014.

3. https://www.cdc.gov/epiinfo/mobile.html

*Duong C. Thanh
E-mail: congthanhnihe@yahoo.com

Online Journal of Public Health Informatics * ISSN 1947-2579 * http://ojphi.org * 10(1):e30, 2018