CBIMS Desktop

The Department of Social Development (DSD) in association with Aarix Business Soulutions (www.Aarix.com) developed a web-based OVC database called the Community Based Intervention Monitoring System (CBIMS) and roll-out began on the 1st September 2013 to DSD staff based at District Offices. DSD staff will initially capture on behalf of CBO’s and later become involved in training of data capturers within CBOs.

Subsequent to the development of CBIMS, it was found that many organizations needed offline capture facilities. Apps4D was contracted to work off the USAID OVC database and convert it to match CBIMS, and create an MS Access based desktop version of CBIMS.  This version (“CBIMS Desktop”) would also allow import from the USAID OVC Database, produce the USAID required PEPFAR Reports and closely resemble the CBIMS user interface so that CBIMS users could work interchangeably on both systems without retraining.

CBIMS Desktop was completed successfully in 2014. Many of the DSD District Data Capturers also use CBIMS desktop due to poor internet connectivity. The KwaZulu-Natal Treasury used the database for their Cash-Plus-Care  programme in 2018 and 2019. Ongoing development of the database is currently funded by Tulane University under the USAID OVCY Programme. As at May 2020 about 50 NGOs under FHI360, Mothers to Mothers, CINDI, and HIVSA are using the database.


Release Versions

Release 10.07 (09 July 2020)
  • Enables reporting on large datasets (typically 30 or more organizations) for capacity building partners Q3 reports
  • Allows unknown viral load to be selected in HIVSTAT
  • Prevents accidental entry of future dates captured against new covid-19 services

Release 10.06 (26 June 2020) (rollup of bug-fixes in 10.05)
  • Fixes misallocation new covid-19 services. Reported on 4 June by Lifeline. 
  • Fixes undercount of EWG, putting these beneficiaries into “Not reported in Datim”. Reported by SPF on 10 June. 
  • Fixes intervention report doubles intervention count per beneficiary per date of service. Fixed 24 June.
  • Fixes issue if the user upgraded and merged simultaneously from 10.04 to 10.05, the covid-19 services were not properly installed. Fixed 24 June.

Release 10.05 (29 May 2020)
  • Four new covid-19 related services added

Release 10.04 (27 April 2020)
  • Coding to add phone support to capture form
  • Add phone support to merge code and test. Add query to set phone support true during lockdown

Release 10.03 (20 April 2020)
  • Fix bug in AGYW_PREV putting beneficiaries who have IDNr but no UID and workshop interventions into NO UID tab

Release 10.02 (10 April 2020)
  • AGYW_Prev. Add 9-year olds. Add incomplete structured intervention.
  • Add time in DREAMS category
  • Add school as filter to Pepfar, Active Beneficiary, Raw Data. Add HIVSTAT and VL to All Services Report
  • Add updated exception report to AGYW_PREV. Remove separate exception report numbers
  • Update index on survey cover to include unique name and pre/post indicator

Release 10.01 (12 March 2020)
  • Put Select top 100 code in Household and Beneficiary lists for optimization
  • Add CG-HIVSTAT to Raw Data Report. 
  • Take out Bridge 20-24 age groups in all reports. 
  • Make VL categories in Active Beneficiary report. 
  • Take out Target auto fill as these are no longer universal. 
  • Put max session check in intervention form.
  • Ensure that Primary Prevention stream cannot be also CLHIV. 
  • Add ID Type to Active Beneficiary report. 
  • Add HIVSTAT to Referral report. 
  • Add age and leave reason to Intervention Report. 
  • Add HIV Positive to HIV Testing report. 
  • Add ID Type to Active Beneficiary Report. 
  • Add Stream, school status, DSD Risk Assess fields to merge code. 
  • Take out duplicates from Active Beneficiary Report so that counts match Pepfar. Disallow duplicate filter in report.
  • Fix bug in DQA report. Changed children count in DREAMS from <20 to <=20.
  • Optimization of class initiation queries
  • Change max SKILLZ to 10
  • Code for rolling back proxy services
  • Query for CLHIV contact Covid-19 phone support
  • Reduce raw data table temp tables to prevent bloat over 2GB while running report
  • Set AGYW to be cumulative over 4 quarters

Release 10.00 (20 February 2020)
  • Conforms to USAID PEPFAR MER 2.0 (Version 2.4) September 2019
  • Make target for SAPR 80% of APR
  • Add stream to person table, beneficiary enrolment and clsPerson
  • Add Impower to capture form and intervention setup
  • Changes to AGYW_Prev report as per Tulane guidance
  • New DQA and SQA indicators in report
  • Split SQA/DQA from Pepfar
  • Fix start and end date for AGYW_Prev report
  • Allow GBI disaggregate by name
  • Pre/Post survey coding
  • Bring Age Group (Caregiver/Children) to all reports
  • Bring stream to Active beneficiary report, OVC_Prevpack, OVC_GBI, OVC_TEST, OVC_ARTLINK, HIV Testing report
  • New intervention report - add stream, age category, age
  • Exclude Prevention Stream non-allowed interventions from PEPFAR report
  • Add Stream to Intervention Capture list
  • Add Provide ARVs as a service in CBIMS
  • Carry new fields to merge and update function
  • Add Primary Prevention to Targets
  • Add Survey Cover to database
  • Complete pre/post survey in CBIMS
  • Replace Municipality drop down for Health sub-district in enrolment forms
  • Fix bug in Add new survey

Release 9.03 (20 January 2020)
  • Code to optimise reporting with large datasets: MS Access has a bug whereby the Dcount() function throws an error when used on large datasets. This function was replaced by the MS Excel UsedRange.Address()
  • A bug was fixed where COP18 instead of COP19 targets were selected for the Target Report worksheet
  • New Function – Transfer Households
  • Handle duplicates better in Pepfar: Anomalies in data can cause discrepancies in numbers in the reports. Duplicate household members especially, cause problems if a duplicate member has different HIV statuses or other characteristics reported differently. 
  • New function - Setup database for capture in new area
  • Partners running school-based programmes have requested that schools be added to beneficiary enrolment forms. The initial phase was completed in January with 25 800 public and private schools added from the Department of Education website (2018 data) with their Emis number as a unique identifier.
  • HIVSTAT updates: Preliminary HIVSTAT updates (reference to the DSD risk assessment tool) was added to CBIMS. 
  • The initial Pre-Post Survey form was added
  • AGYW changes: males were removed from the AGYW report and date formats were changed to MM/DD/YYYY.

Release 9.02 (1 November 2019)
  • The CDS Export report generates indicators for the DHIS2 platform that the CDS database runs on. Indicators have codes to indicate the OrgUnit (place), Data element, disaggregation (age category and sex) and partner. The export file is a zipped text file with 8 columns (an additional two are blank) which are coded in a way that the DHIS2 platform understands
  • Case finding indicators were added to the Pepfar Report. These included two new definitions: NEVERTESTED_HTSREACH: % of never previously tested OVC (<18 years old) who were reached by partners with HTS; and RISKFACTOR_HTSREACH: % of OVC (<18 years old) with a negative test result and accompanying risk assessment indicating that a new test is required, who were reached by partners with HTS
  • Added Household Report

Release 9.01 (20 August 2019)
  • Add drop down for exit reason as per FHI360 request
  • Add NO UIDS to Cohort tracking tool report as per Tulane and HIVSA request
  • Change reports definitions and list order as per Tulane guidance
  • Add additional leave reason to Pepfar reports. 
  • Ensure additional leave reason is compulsory for exited without graduation, add AgeCat_HIVSA to show 14yr olds in their own category.
  • Add unmasked IDNr to beneficiary list for search purposes
  • Cohort tracking relational tables as per Tulane’s request 
  • AGYW_Prev Report. Add eligible by Sex. Add Service Categories
  • Complete DQA Reports as per Tulane guidelines for version 9.01
  • Create a HIVSTAT class for new changes to the form
  • Changes to the new HIVSTAT form including better navigation by clicking on seide dates
  • Make changes to All Services Summary Report. (Bug fix on PSS category)
  • Change HIVSTAT_Unknown definitions as per request by Tulane University

Release 9.00 (1 August 2019)
  • Conforms to USAID PEPFAR MER 2.0 (Version 2.3; September 2018)
        New reports added:
  • OVC_RETENTION: Percentage of OVC (<18 years old) on ART retained in treatment 12 months after ART initiation
  • OVC_ARTLINK: Number of children/ youth (<25 years old) initiated or re-initiated on ART through partner referral (disaggregated by new initiators/re-initiators)
  • OVC_VL: Percentage of OVC (<18 years old) on ART with VL test results reported within past 12 months 
  • OVC_SUPPRESSED: Percentage of OVC (<18 years old) on ART with viral load test results reported within the past 12 months whose most recent test results show viral suppression (<1000 copies/ml)
  • Progress Report: Shows the current percentage targets reached for OVC_SERV, OVC_SERV (U18), OVC_HIVSTAT (U18), HIV +ve (U18), and On ART (U18). The reports require that targets are first set up for each COP year under Organization/Targets.
  • PREP_LINK: AGWY 15-24 linked to PrEP. Counts beneficiaries (15-24 years old at time of service) who have completed post GBV clinical care and/or received Post exposure prophylaxis (PEP).
  • Cohort Tracking Tool: This tool is used to report DREAMS AGYWs that have a UID number. The report only counts workshops completed in the period which were started less than 6 months prior to the report start date.
        Changes to existing reports:
  • OVC_SERV: Report is disaggregated by sex and age category. Child/Caregiver disaggregation is removed (but still available as a filter field). Ages over 18 are collapsed to 18+.
  • Active sub-populations: Now includes the active total (under 20 yrs) to allow percentage calculation.
  • OVC_KNOWN, OVC_HIVSTAT_ART, OVC_RETENTION, OVC_VL, OVC_SUPPRESSED now all show number and percent total 
  • HIV Positive: Removed as information is already in the HIVSTAT worksheet.
  • OVC_TEST, OVC_ARTLINK Combined into one report
  • Sub-Population report - Removed. Please use the Active Beneficiary Sub-Population worksheet in the PEPFAR Report
  • Pending Case Management Report - Only shows the latest referral for a particular service against the latest completed service. Older incomplete referrals for the same service are hidden. This is a bug-fix
  • Active Beneficiary - The coding and definition of “previously active” has been changed in CBIMS version 9.00. Previously the definition was coded to include elegible beneficiaries who had received services in to consecutive quarters. It ignored join date and whether the quarters crossed SAPR and APR. In version 9.00, “previously active” considers join dates, and only considers services in consecutive quarters Q1/Q2 or Q3/Q4. The result of this change is that many beneficiaries marked as “Not Reported in Datim” will be moved to “Exited without Graduation” in version 9.00. This is a bug fix.
  • Caregiver has been added as a column to the report.
  • Intervention and Data Capture Reports - These Reports are now accurate to 1 day. Previously they could be filtered to a minimum of a month.
  • All Services Summary. New services have been added to the All Services Summary Report
  • Cohort tracking (Exception). Previously, this report was cumulative to the report end date. In version 9.00, the report counts beneficiaries served between the start and end date.
        Other Changes:
  • Capture targets under Organisation/Targets
  • Allow capture of household with no primary caregiver
  • Viral load categories in the HIVSTAT form
  • Beneficiary type disabled in add new monthly intervention form
  • New Services (initiated on ART for the first time or reinitiated, post gender based violence minimum package, Post exposure prophylaxis
  • Collapsed GBV medical, legal and counselling services
  • Database only shows user's organisation when logging in to a database with more than one organisation
  • Merge duplicate houshold members code, ignores duplicates accross organisations, prioritises deletion of exited members
  • Queries merging the InterventionBeneficiary table have been optimized to speed up the merge process. 
  • HouseholdID has been added as a search/filter column in the Monthly Data Capture Form
  • CBIMS Export XML and Import from the USAID OVC Database have been removed from the Administration Menu

Release 8.08 (9 May 2019)
  • Fixed sort order in Pepfar report to ensure U18 at top. 
  • Added Mothers Name, Birth Place and Twin No for AGYW to Household Member form. 
  • Increased dbMaxLocksPerFile in Pending Referral Report

Release 8.07 (23 April 2019)
  • Added Active Sub-Population and HIV Positive tables to Pepfar Report. 
  • Fixed Ward 39 Msunduzi LM wrongly categorised as Msunduzi SD. 
  • Disable filtering on Beneficiary (Daily) type service before opening Intervention capture form. 
  • Added Duplicate Household Member Report. 
  • Added Duplicates filter on Active Beneficiary Report. 
  • Work done on preventing duplicate counts in all reports, if duplicates exist in database

Release 8.06 (9 April 2019)
  • Added ability to pull sub-population report and sub-population case management report for any start and end date.
  • Added BRIDGE option to sub-population report and sub-population case management report (BRIDGE counts 0-24 year olds).
  • Added sort button on CBIMS ID in intervention report as requested by SPF.
  • Fixed bug in Pending Referral report that did not update completed referrals on same day as referral made.
  • Fixed bug in Pending Referral report that did not properly update HCT and ART completed referrals.
  • Added all sub-populations to active beneficiary.
  • Changed age calculation in sub-population from end date to project start date.

Release 8.05 (13 March 2019)
  • Fixed bug in upgrade from single xml which placed some household members in incorrect households. 
  • Fixed bug in over-reporting of graduated beneficiaries

Release 8.04 (10 March 2019)
  • Features to change primary caregiver and move household members

Release 8.03 (6 February 2019)
  • Added CD4 Count and Viral Load to the HIVSTAT form as requested by USAID and Tulane. 
  • AOM Sampling changes as requested by Tulane
  • Added household street address, house number, cell number and What 3 Words address to Active Beneficiary and Sub-population Reports as requested by CINDI, AFSA and HWW. 
  • Added HIVSTAT and Date of Survey to Raw Data report as requested by KI.
  • Expose HHID and MemberID on enrolment forms for organizations using these as file reference numbers.

Release 8.02 (10 October 2019)
  • Verification rules in the beneficiary enrolment forms (AGYW) 
  • New and continuing field which impacts the active beneficiary calculation and need for sub-population. 
  • Two additional Tulane sampling survey reports were added (Tulane ALHIV Cohort for age 13 or older and the Tulane AOM Phone Survey Sampling Frame)

Release 8.01 (4 December 2018)
  • New reports added as per Tulane University guidance

Release 8.00 (12 November 2018)
  • Temporary version of CBIMS for Tulane University changes. No reports

Release 7.06 (20 September 2018)
  • Fixed bug in Sub-Populations in Active Beneficiary Report

Release 7.05 (30 September 2018)
  • On request by Centre for Positive Care, altered Data Capture Report to only include beneficiaries who have had captured beneficiary, household or workshop interventions in a time period. Exclude other edits from the report. 
  • Prevent duplicate counts in ReACH Report when a single person is captured in two households, as both caregiver and non-caregiver. 
  • Optimization of the Active Beneficiary Report for large (65 000+) datasets
Release 7.04 (25 June 2018)
  • Changes to the ECHS, BRIDGE and ReACH Reports as requested by FHI 360
  • Improvements and bug fixes for merging databases from XML files for Department of Social Development provincial offices.
  • Changes to the KwaZulu-Natal Treasury WoW Reports
  • Changes to the DIMES Summary Report as requested by NACOSA
Release 7.03
  • Added Attendance and Target Report for the Women of Worth (WoW) workshops
  • Added ability to make any month the project start date
  • Function to import of services from spreadsheet for daily interventions
  • Fixed bug reported by NACOSA in PEPFAR Report - graduated beneficiaries
Release 7.02 (30 April 2018)
  • Allow daily capture of interventions for the KZN Provincial Treasury Cash Plus Care/Women of Worth (WoW) Programme
Release 7.01 (24 April 2018).
  • New Age Categories for HCT_TST, PP_PREV, GEND_GBV, GEND_NORM and VMMC_CIRC (MER January 2018 Version 2.2).
  • BRIDGE Template changes in HIVSTAT.
  • New definition for PP_PREV (requires Vhutshilo + HCT Referral or ART Referral or ART Adherence Support).
  • Added location details to the Active Beneficiary Report for HWW
Release 7.00  (22 March 2018). 
  • Conforms to MER January 2018 Version 2.2 Active Beneficiary Definition.
  • Added Lets Talk to ECHS Report.
  • Added SRH Incomplete Referrals for ReACH Report.
  • Changed incomplete referrals in ECHS, ReACH and BRIDGE to include Active and non-active beneficiaries.
  • Added PrEP to BRIDGE.
  • Count workshop sessions only once on graduation as a service, rather than one service per session.
  • Added Workshop Report.
  • Added Beneficiary Service Capture Report.
Release 6.06 (14 February 2018). 
  • ReACH and ECHS reports updated for new active beneficiary definition.
  • AGYW vulnerability added to ECHS.
  • Disallow beneficiaries to live in two households.
  • BRIDGE Template 2018_2 to fix anomalies in HIVSTAT counts when under 15yrs are served
Release 6.05 (14 February 2018). 
  • BRIDGE Report added.
  • Transferred and Exited without graduation removed from active beneficiary count.
  • Added OrgHouseholdNr to household, beneficiary, and group search
Release 6.04 (31 January 2018). 
  • Changes to HIVSTAT as requested by HIVSA and HWW
Release 6.03 (16 December 2017). 
  • Added HIVSTAT latest survey date to beneficiary list (HIVSA request)
Release 6.02 (05 December 2017). 
  • Intervention Report (no 18) added
  • Full-screen intervention capture
  • Temp table underlying intervention capture loads faster and prevents bloat in large databases
  • Full-name search on all lists added
Release 6.01 (06 November 2017). 
  • Fixed bug in group creation (only for non-workshop) as reported by KI 
  • Improved join date query
Release 6.00 (24 October 2017). 
  • Active Beneficiary Definition in accordance with MER 2.0 v2.2 of 2 Oct 2017
  • For other changes please see changes document below - Changes in CBIMS 6.00.docx
Release 5.00 (31 July 2017). 
  • Active Beneficiary Definition in accordance with MER 2.0 January 2017
  • Reports according to new PEPFAR implementation year starting 1 October
  • For other changes please see changes document below
Release 3.08 (07 March 2017)
  • Preliminary to release 4.00. Capture forms for OVC_HIVSTAT, Schooling and AGWY Vulnerability Scores
  • Bug fixed where edit date is not updated on soft delete
Release 3.07 (03 November 2016)
  • Added code to import from CBIMS Mobile on the Commcare System
Release 3.06 (04 October 2016)
  • Corrections in the ECHS report pointed out by Hope Worldwide. Previous months OVC_SERV and OVC_ACC overcounts
  • Correction to count of home visits in the ECHS report
Release 3.05 (8 September 2016)
  • Merge from XML now allows merge into a non-empty database for Department of Social Development users
  • Active Beneficiary Report for USAID / PEPFAR users
Release 3.03 (1 June 2016)
  • Bug fixes and improvements in the workflow graph
  • Adjustment to ECHS report: "Number of new children under-5years who received age-appropriate early childhood household stimulation  (ECHS) during the reporting period" now counts newly enrolled children only who received ECHS and not all children receiving ECHS in the specified month - as pointed out by HWW
  • Bug-fix in merge of XML databases
  • Upgrade now imports existing custom queries
Release 3.02 (27 April 2016). Conforms to the definition of an active beneficiary as stated in OVCY MER Manual for Partners Implementing OVC Activities in South Africa. Version 6.1. November 2015. Changes are:
  • Adjusted PEPFAR Report for MER 2.0.
  • Added Health Sub-District Grouping
  • Added VMMC_CIRC
  • Added DREAMS (Educational Support, Economic Strengthening, Social Protection, Parenting)
  • Added OVC_KNOWN_STAT
  • Added Graduation categories
  • Added Graduation by District Municipality based on Central support sites list from USAID
  • DREAMS Social Protection is defined as:
       - Conditional and Unconditional Cash Transfers
       -  Statutory Child Protection Interventions
       -  Birth Registration and Identification Documents
       -  Succession Planning, Memory Work, Inheritance Claims
  • DREAMS Economic Strengthening is defined as
       - Household Economic Strengthening
  • "At Beginning" Counts for HCT_TST, PP_Prev, Gend_GBV, Gend_Norm corrected
  • Added DSD Disability Type Lookup for Household Members and Personnel
  • Merge function has stricter measures to ensure smooth export to CBIMS Live
  • Fixed bug in adding personnel and user - as reported by HWW and TVT
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