How do I set up my Data Pyramid?

Firstly, take some time to design your Data Pyramid on paper.  Remember that each level in the Data Pyramid does not have to be a physical health facility, but may also be a logical combination of different facilities. You have to create a Data Set for these logical levels – they simply remain empty.

Now open the Data Pyramid Setup window:

  • Select Analyse Data from the Main Menu, then select Manage Data Pyramids, or
  • Click on the Manage Data Pyramids button on the Analyse Data shortcut tab.

Follow these simple steps to set up your Data Pyramid:

  1. Remember that you can create more than one Data Pyramid, so start by setting up or selecting the Data Pyramid you want to work with on the list at the top of the window.
  2. Make sure that all the Data Sets you want to use in your Data Pyramid exist in the list of Data Sets on the right. (The Manage Data Sets button below the list will enable you to add, edit or remove Data Sets.)
  3. Now you can set up your Data Pyramid using the list on the left. Do this by moving Data Sets from the list on the right to the correct positions and levels in your Data Pyramid. The Help file describes the functions of the different buttons in detail – press F1 on your keyboard or click on the Help button.

Take note of these important points:

  • You must always position one Data Set at the top of the pyramid, which will allow you to look at all Data Sets positioned below it – even if this is an empty Data Set. Start by positioning this Data Set.
  • You must always set up at least one Data Pyramid if you intend doing data analyses, even if you use only one Data Set. Then simply create the pyramid (step 1 above), and position this single Data Set on its own in the Data Pyramid.
  • There is no limit to the number of Data Pyramids or Data Sets you can create.
  • When you remove a Data Set from a Data Pyramid, the data is safe, and you can still add data to this Data Set.

Why can I not change the list of codes?

PPIP specifically does not allow users to edit the list of codes. One of the powerful abilities of PPIP is the amalgamation of data from different data sets, to expand the individual user’s data set and thus take wide-angle snapshot of as large an area as you want.

Because PPIP only saves the codes in its data files, not the description, it is clear that, if every user could change the codes he or she uses to identify causes of death and avoidable factors, it will make any analysis of this data by anyone else impossible, as the codes will now point to different causes of death or avoidable factors.

If you see specific conditions or avoidable factors in your practice on a regular basis for which codes do not exist, please contact us. The code lists are updated from time to time and distributed to all registered users.

How can I calculate the Low Birth Weight Rate?

Click on Analyse Data to open the ‘Analyse Data’ shortcut tab. Now use the Total deliveries button, and select Total deliveries from the drop-down menu.

Select all birth weight groups below 2,500g in the Selected subgroup section on the bottom left of the window. In the same way, by leaving more birth weight categories unselected, you can also calculate the Very Low Birth Weight (<1,500g) and Extremely Low Birth Weight (<1,000g) Rates.

How do I register PPIP?

When you apply for a licence to use PPIP, you will be supplied with a user name (which you choose when applying) as well as a 16-character licence code. The code will consist of 16 upper case letters in four groups, separated by dashes. (E.g.. AAAA-BBBB-CCCC-DDDD)

Both the user name and licence code should be entered in PPIP. Select Help on the Main menu, then click on Enter PPIP licence detail. Enter the licence detail exactly as supplied – both entry fields are case sensitive, and no additional spaces should be entered. When you close this window, a confirmation will be displayed if you managed to enter the licence detail correctly. Close and reopen PPIP.

The most common reason for failure of this procedure is incorrect entry of the licence detail! Should an error message be displayed after you have entered the user name and licence code, please try again while taking great care to enter both fields correctly. If you are still unsuccessful, please contact Simply Software.

How is PPIPv3 different from PPIPv2?

PPIP v3 still has the same basic functions:

  • Data entry
  • Data analysis
  • Data backup
  • Data sharing

Once you are familiar with the following changes, you will easily find all the functions you were used to in PPIP v2:

New: Shortcut tabs

Most of the time you spend working with PPIP, you will be using the first two functions listed above, i.e. you will either be managing data (entering new data, updating or deleting existing data, or importing and exporting data), or analysing data. The basic user interface now divides PPIP into two separate functional parts (referred to as the Manage Data shortcut tab and the Analyse Data shortcut tab), each providing you with a selection of shortcut buttons to make it easy to access the functions you use most often.

PPIPv3 Shortcut Tab

PPIPv3 Shortcut Tab

Use the tab buttons on the left (Manage Data and Analyse Data) to switch between the two tabs.

Updated: Data Pyramids

In PPIP v2 you were able to arrange your Data Sets in a single Data Pyramid. PPIP v3 now allows you to create an infinite number of Data Pyramids, and then to select the Data Pyramid you want to use when you perform a data analysis.

New: Data analysis setup bar

In PPIP v2 you could set up default data to include in data analyses by opening the Default data analysis dates window. You were allowed to define default dates, and to indicate whether only the selected Data Set’s data should be included, or all levels below it in the Data Pyramid. You had to reopen this window each time you wanted to change the defaults.

In PPIP v3 these defaults are more accessible. When you open the Analyse Data shortcut tab, the Data Analysis Setup Bar will automatically open below the Shortcut Tab, and will remain open for as long as you are performing any data analysis.

PPIP Data Analysis Setup Bar

This bar now allows you to select the data you want to include in all data analysis windows you will open. You must indicate…

  • The Data Pyramid you want to use. (The first time you run PPIP the first Data Pyramid, in alphabetic order, will be used by default. After that PPIP will default to the previously selected Data Pyramid.)
  • The Data Set in the selected Data Pyramid you want to use as highest level. (The first time you use a specific Data Pyramid, PPIP will default to the highest level Data Set in this Data Pyramid. After that, for as long as you are using the same Data Pyramid, the previously selected Data Set will be used by default.)
  • Whether you want to include lower level Data Sets in your data analysis, or just data from the selected Data Set. (If there are no lower level Data Sets below the selected Data Set, PPIP will default to “Use data from the selected Data Set only”, and this option will be disabled.)
  • Dates you want to include. If you do not select any dates, PPIP will include all available dates as soon as you open the first data analysis window. You can also include all dates by clicking on the All dates button.
  • Whether you want to use detailed perinatal death data or total monthly data for calculations. Note: This is relevant for some data analyses (e.g. calculating perinatal mortality indicators), but is not used for others (e.g. causes of perinatal death).

When you have opened a number of data analysis windows, you can change the analysis defaults listed above, and then use the Redo all button to update all open data analysis windows, using the new settings, or you can update only the active (visible) data analysis window with the Redo top button.

The Close all button will close all open data analysis windows.

When you change to the Manage Data shortcut tab, all data analysis windows, as well as the Data analysis setup bar will close.

New: Menu buttons

PPIP Data Analysis Drop Down Arrow

A number of shortcut buttons display a small black triangle in the right bottom corner. A triangle indicates that the specific button reveals a drop-down menu when you click on it, from which you can then select a specific function. If you do not want to select one of the options on the drop-down menu, simply click anywhere outside of the menu to close it.

 Updated: Data analysis reports

In PPIP v2 each data analysis window displayed its own printing and Excel export buttons. PPIP v3 now presents a single set of reporting buttons on the Analyse Data shortcut tab. These buttons allow you to print a report, write the data to a PDF file, write the data to a MS Word file, and to write the data to a MS Excel file. If you have opened more than one data analysis window, the top (visible) data analysis will be reported.

Note: You can also access these reporting functions from the File menu, where you can also preview the report before printing it.

Updated: Data import

The PPIP data import Wizard still guides you through the process when you import data, similar to PPIP v2. Three important changes have been made:

  • You can now import more than one Data Set at a time,
  • As PPIP v3 now allows you to set up more than one Data Pyramid, you don’t position a Data Set in a Data Pyramid when you import it. After importing a new Data Set, you have to position it in your Data Pyramids, and
  • You can now change the name of a Data set, or select to which existing Data Set you want to add the data when you import data.

New: Custom report

PPIP v3 allows you to create a MS Word document as a template which then controls data analysis, and writes this data to specific places in your document. This means that you can distribute a template to other users, and with the click of a single button they can perform a data analysis, using their own data, and produce the same customised report.

Unchanged: PPIP licence

You still need a licence to use PPIP. You will have to apply for and enter a new licence.

Unchanged: Data Backup

It is still important to create regular data backups. As was the case in PPIP v2, an automated backup procedure is available. The Backup Data button is available on both Shortcut Tabs, and from the File menu.

How do I use the “shortcut tabs”?

PPIP’s main window displays two large buttons: Manage Data and Analyse Data. You must use these buttons to switch between the two functional parts of PPIP:

  • ‘Manage Data’ shows you a selection of shortcut buttons which will help you to open a specific Data Set and to enter / edit / delete its data, and to import & export data. So, if you want to manage data entry, this is the part of PPIP you will use.
  • ‘Analyse Data’ shows you shortcut buttons to perform data analyses, to create reports based on these analyses, and to manage the Data Pyramids you use in data analysis. When you open this shortcut tab, the ‘Data analysis setup bar’ is also displayed.

What is the “Data analysis setup bar”, and how do I use it?

When you open the ‘Analyse Data’ shortcut tab, this bar is also displayed to select the data you want to include in your analysis.  You have to select a Data Pyramid first of all, and then indicate which Data Set in this Data Pyramid you want to look at. A drop list below the Data Set you selected allows you to select whether you want to use only the selected Data Set, or include all Data Sets below it in your Data Pyramid. You can also set up dates to include in your analysis, and choose whether you want to use ‘detailed perinatal death data’ (i.e. PPIP look at individual perinatal deaths for which you have entered detailed data when doing its calculations), or ‘total monthly data’ (i.e. PPIP uses only total numbers of deaths as entered with the monthly deliveries).

All data analysis functions you now open will use these settings. You can change any selection on the Data analysis setup bar at any time, but data analysis functions already open will not change. If you want to repeat open data analyses, using your new settings, you can either repeat all analyses (use the Redo all button), or only the analysis currently visible (use the Redo top button). You can also open a second copy of a specific data analysis function, using new settings. This enables you, for instance, to compare data for different time periods.

How do I use my data created in PPIPv2 in PPIP version 3?

PPIP allows you to continue using all your existing data created in PPIP v2 in version 3. Follow these steps:

Make backups

Make backups of both your version 2 data and your version 3 data (if you have already entered any data).

In PPIP v2: To open the Backup function, select File | Backup all data from the Main menu. Click on the Browse button to select the folder to which you want to write the backup file, and to supply a name for the file. You can name the file anything you want, but make sure you use a descriptive name. After you have named the file, click on the Start backup button. Once the process is complete, click on the Close button to close the window.

Export version 2 data

In PPIP v2: To open the PPIP data export wizard, select File | Export data | Export as PPIP data file from the Main menu. Use the Next button to proceed through all the necessary steps. You will have to go through the following pages:

  • Welcome to the PPIP data export wizard
  • Select the data to export – A list of all your Data Sets is displayed. Click on the Data Set you want to transfer to PPIP v3.
  • Select export method – If there are Data Sets below the selected Data Set in your Data Pyramid, you must indicate whether you want to include these lower level Data Sets in the exported data file. (If no lower levels exist, some options will be unavailable.) Choose one of the following:

– Export only data from the selected unit – The wizard will not include any data other than for the selected Data Set. No lower levels will be included.

– Include lower levels – keep different units’ data separate – Data from all the Data Sets below the selected Data Set will be included in the new data file, and the part of the Data Pyramid reflected in the selection will be carried over to the exported file. This means that when you import the file to PPIP v3, you will see all the Data Sets separately, and can import one or more of them.

– Include lower levels – merge data under the selected unit’s name – Data from all the Data Sets below the selected Data Set will be included in the new data file, but the data originally entered for the lower level Data Sets will be included as if it originated at the selected Data Set. This means that when you import the data you will see only the selected Data Set, and will import all the data as a single Data Set.

  • Select data to export – Use the check boxes to indicate which part(s) of the data file you want to export. You can export Total births, Perinatal deaths and Maternal deaths. You can also export all data, or only data for selected dates. If you want to enter specific dates, select the Selected dates radio buttons, then use the drop-down lists and spin boxes to define the dates.
  • Select folder for new data file – You now have to name the file you want to create, and indicate where you want to save it. Click on the Select folder button and navigate to the folder to which you want to save the file. Enter the name of the new file in the File name entry box, using the extension .tps. (If you do not enter the extension, the wizard will supply it.)
  • Confirm export setup – Click on the Export button to start the process.
  • Exporting…
  • Done!

Follow this process to export all the data you want to use in PPIP v3.

Import the data

In PPIP v3: Import all the data you want to use. Click on the Export or Import Data button on the Manage Data shortcut tab, and then select Import Data on the drop-down menu, or select Manage Data | Import PPIP data file on the Main Menu. The PPIP data import Wizard will open to guide you through the import process. Loop at the Help file for detailed information about this wizard.

Note: The first thing the Wizard will ask you is to identify the exported file you want to use. In this step, it is important to:

1) Click on the button to open the Select import file browser window.

2) Navigate to the folder which contains the exported file.

3) Select the export file version. Select PPIP v2 data files from the drop-down list at the bottom right. The browser window will only show you PPIP v2 data files with the extension .tps.

4) Highlight the file you exported in PPIP v2 by clicking on it. The file name will now appear in the File name box.

5) Click on the Open button.

Set up your Data Pyramids

Remember that the structure of the Data Pyramid you used in PPIP v2 is not transferred when you import the Data Sets. In PPIP v3 you can set up an unlimited number of Data Pyramids. Look at the Help file for detailed information about managing your data.

Further questions?

PPIP includes a complete, context sensitive Help file. Click on the Help button on any page, or press F1.

Still no joy? Feel free to contact Simply Software by email. Be sure to include as much detail about your problem as you possibly can!