USAID funded OVC Database

The OVC Database is designed to generate the quarterly, biannual and annual reports required by USAID as defined in the South Africa Strategic Information (SASI) Manual. However, the software contains a number of generic reports and custom designed queries, that can be used for other funders or internal M&E purposes.

The database was first developed for a CBO called Senzakwenzeke, under the auspices of Oxfam GB's Sustainable Livelihoods Program at Nkandla. Later the Children in Distress Network (CINDI) developed the database further for their members in KwaZulu-Natal.
USAID purchased the database from CINDI in 2008 for their beneficiary organizations working with orphans and vulnerable children. With the assistance of Pact SA and later FHI360, it is currently, or has recently, been used by Child Welfare South Africa, Childline MP & LP, Starfish Greathearts Foundation, Noah, CINDI, Woza Bona and about 20 to 30 other NGOs and CBOs in South Africa.

The database has three sub-databases, namely households, schools and institutions. The households and schools databases are designed for organizations working directly with children in households or schools respectively. The institutions database can group children into any generic cluster such as a drop-in center, soccer club, care-worker, or partner CBO.

Past and Present Users


The database
is written in Microsoft Access and requires MS Office (Professional) to run. It has been tested using Office XP, 2003, 2007, 2010 and 2013.

If you would like to use the database outside South Africa, you will need to populate the Area table with the geographic boundaries used in your country.

MS Access has certain networking limitations. To use the database on a server with multiple users, it needs to be split with one master back-end and a front-end for each user (please see the User Manual for instructions on how to do this). If your organization needs to network across sites, please consider using MS Terminal Services to access the database, or consider using the Cloud-Based version of the OVC Database.


The database (usaid_[version_no].mdb) and associated help file (User Manual.chm) should be unzipped and should sit side-by-side in their folder. The printable version of the user manual (Users manual-Module 1.docx) can be placed anywhere.

When you open the database you will be prompted for a password. Currently the database has a very basic password system to prevent unauthorized users from viewing your data. The initial database password is usaid and the administrator password is admin (both are case sensitive). These can be changed later. Recent versions of Office will give a security warning after the database password has been entered. The method of enabling content is shown below. (This warning can be eliminated later by setting up database folder as a trusted zone).

To access the help file click F10 from the opened database.

Using the database for the first time

  • Unzip the database.
  • Double click the file called usaid_307.mdb
  • The initial password is usaid (all small letters)

  • If the following security warning appears:
  • Close the log on form by clicking on the red X, then click the Options button on the warning and choose Enable this content

  • You can log on as Administrator or User. The initial Administrator password is admin (all small letters). This password should be changed later by the Administrator.


The database and support manuals can be downloaded from the links below

Release Versions
Release 11.02 (30 August 2018) 
  • New Intervention Report Added
  • Bug fix in Graduation table of PEPFAR Report
Release 11.01 (18 April 2018)
  • New age did-aggregations in PEPFAR Report for HCT, PP_PREV, GBV, GENDER_NORM, VMMC
  • New PP_PREV definition requiring Vhutshilo + HCT Referral or ART Referral or ART Adherence
  • Minor bug fix in HIVSTAT and Graduation table in PEPFAR Report
Release 11.00 (26 March 2018)
  • Active Beneficiary Definition in accordance with 2.0 (V2.2) 2 Jan 2018
  • Active if served in the last 3 months
  • Changes to exited w/o graduation and transfers
Release 10.00 (25 October 2017)
  • Active Beneficiary Definition in accordance with MER Manual 2.0 (V2.2) 2 Oct 2017
  • Added Potentially Active to Active Beneficiary Report
  • Added Fix Join Date to Tools Menu
Release 9.02 (13 September 2017)
  • Added individual join date for households
Release 9.01 (21 August 2017)
  • Fixed Q2 Report Dates 
Release 9.00 (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 8.04 (13 Sep 2016). This contains the new Active Beneficiary Report:
  • Added new Active Beneficiary Report - outputting to a pivot table
  • Added new exit date definition to active beneficiaries
Release 8.01 (26 April 2016). This is a Bug Fix Release:
  • Fixed "Too Many Databases Open" error that sometimes occurs when when using a front-end
  • Fixed Own Description Report may not generate
  • Fixed Raw Data transfer limited to 65 536 rows
  • Fixed Transfer monthly interventions to spreadsheet may fail if service exceeds 64 chars
Release 8.00. 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 - (requires Ward No's to be filled in)
  • Added VMMC_CIRC
  • Added DREAMS (Educational Support, Economic Strengthening, Social Protection, Parenting)
  • 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
Rob Cairns,
11 Aug 2017, 04:46
Rob Cairns,
4 Jun 2013, 03:03
Rob Cairns,
10 May 2016, 04:37
Rob Cairns,
2 Nov 2015, 21:14
Rob Cairns,
19 Apr 2018, 01:24
Rob Cairns,
4 Oct 2018, 01:34
Rob Cairns,
18 Nov 2013, 09:05