IMMUNIZATION COVERAGE MONITORING TOOL

ICoMoT

Operational Guidelines

Under guidance from

Immunization Division
Ministry of Health and Family Welfare
Government of India

Contents

1.
2.
3.
4.

Background
ICT Tool An Introduction
Operation Guidelines
Dos and Don't

Background
Indias Universal Immunization Program (UIP) is one of the largest in the world in terms of
quantities of vaccine used, number of beneficiaries, the number of immunization sessions
organized, the geographical spread and diversity of areas covered. A program of this scale
generates an enormous amount of data for analysis and use.
Immunization data analysis and use is necessary to achieve evidence-based policy making,
evidence-based management, and evidence-based accountability. Together with implementing
the immunization program, it is very important to formalize data management activities to
ensure that implementation problems are detected and addressed; to identify both, areas of
weak performance and specific areas where further input may be needed; and to collect
information demonstrating the success of the program.
The performance of the UIP is assessed by data related to immunization coverage not only at
national and state, but also at district, sub-district and health facility for micro level analyses and
planning.
For the successful implementation of the immunization program, it is essential for the program
manager to analyze the coverage data, reported vaccine preventable diseases (VPD) and most
importantly the dropped out and left out infants and children.
One of the major contributions of National Rural Health Mission (NRHM) has been to put in place
a nationwide Health Management Information System (HMIS). The HMIS web portal was
launched by the Ministry of Health and Family Welfare (MoHFW) on 21st October, 2008 to enable
capturing of public health data from both public and private institutions in rural and urban areas
across the country. The portal is envisaged as a Single Window for all public health data for the
MoHFW. The MoHFW initially rolled out the HMIS up to the District Level and it has now been
expanded to the Sub District/Block level . Over 660 Districts are reporting their monthly
performance on a regular basis.
HMIS provides the data on live birth, antigen wise coverage, fully immunization, session planned
& held and VPD cases on monthly basis in absolute numbers. These numbers are consolidation
of reported numbers under specific administrative/planning unit (state, district, sub-district, etc.)
This generates a large amount of data every month and if analyzed regularly and promptly will
give great insight into the program and its gaps and also allow for timely corrections.
With this in mind, the Child Immunization division of MoHFW and Immunization Technical
Support Unit(ITSU) envisages to develop an easy-to-use tool for the program manager at the
state, district and sub-district to monitor the coverage and other program management
components on a monthly basis.
Under the guidance of DC (Immunization), Immunization Technical Support Unit (technical
support arm of MoHFW) developed a tool- the Immunization Coverage Monitoring (ICM) Tool
with the following objectives:

Set and evaluate monthly goals in a timely fashion

Compare performance and coverage over different time periods,
Monitor each vaccine and dose
Quantify the gaps in terms of drop-out and left out children
Accurately reflect the situation of their region

ICoMoT An Introduction
This tool is an excel based offline tool with an ability to generate automated antigen wise
coverage monitoring charts and dashboards

Potential Users:-This tool can be used by anyone who is interested in collating and analyzing
the immunization data in HMIS.
Level of Use:-The tool can be used at

National Level to analyze and compare state wise data

State Level to analyze and compare district wise data
District Level to analyze and compare block wise data

Pre-requisites:

The users will be required to have access to username and password of the HMIS
system.

The report (State across district HMIS /district across sub-district cumulative)for a
particular level needs to be downloaded from the HMIS website https://nrhmmis.nic.in/.
District and Sub-district level estimated population of infants is required

System Requirement

Desk Top Computer or Laptop with basic configuration

Microsoft Window 2003 or above
Microsoft Office
Internet Access to download HMIS data

Operational Guidelines
There are three components of ICM tools:

Input
1. Data Entry Data entry for estimated infant population as denominator and HMIS data as
numerator

Output
2. Dashboard Performance (Planning Unit wise) analysis of Immunization Program based on the
selected indicators
3. Chart - Graphical representation of individual antigen wise coverage and a visual comparison
between antigens over monthly progression

Input - Data Entry

The input process consists of two components
1. Downloading of block-wise district level data from HMIS
2. Copying the downloaded HMIS excel sheet into the tool

I.

Go to Link:https://nrhm-mis.nic.in/MOHFW_MIES/default.aspx

II.

Login with your User name & Password

III.

Select Standard Report

IV.

Select Predefined Standard Report from the drop down

V.

Click on folder - C1. Data Item wise (Monthly)

VI.

Click any one of the folders mentioned below according to the output required
a. Click on folder - 1. All India Across States to view state wise dashboards and
coverage charts
b. Click on folder - 2. All States across districts to view district wise dashboards and
coverage charts for a particular state
c. Click on folder - 4. All Districts Across Sub-districts to view block wise dashboards
and coverage charts for a particular district

10

VII.

Click on folder to select the Year -eg: 2013-2014 or the current financial year

VIII.

Click on folder B. Cumulative (Month wise cannot be selected as only annual infant
population is available)

11

IX.

Click on folder to choose the State (eg: Uttar Pradesh)

X.

Click on folder to choose the District which you wantExample-Rampur, Uttar Pradesh

12

XI.

Click on Excel file to download the HMIS District data for the month required ExampleA-Rampur_April.xls

XII.

Click Here to Download

13

Save the file to a specific folder on your system and save all month wise file
for a particular financial year you wish to analyze in this folder.
I.

Open Immunization Coverage Monitoring Tool

Dos and Dont

II.

Click on Data entry Button. You will see the page below.

14

III.

Click to upload HMIS data Eg: For April - APR (Red button) to open the page displayed
below

IV.

You will arrive at the page you see above. Minimize the tool and open the downloaded
HMIS data file for April month

15

V.

Copy the entire sheet from the HMIS data file for April Month

VI.

Open the Immunization Coverage Monitoring Tool Window

16

VII.

Click on top left corner of the worksheet

VIII.

Paste the data. In the image below you can see how the tool looks after the HMIS data has
been pasted onto it

17

IX.

Click on Back button and return to the main page of tool. You will see that name of district,
No. of planning units/ Block and Financial year will be displayed automatically. Click on
Data Entry button again.

On this page, the names of State/ District/ blocks will be displayed automatically (depends on
whether you have copied HMIS files for All India Across States, All States across Districts or All
Districts across Sub-Districts).
Now you have to enter the State/District/block wise infant population. This population
is available with SEPIO/DIO/block Medical Office Incharge and needs to be entered once
for a year.
The user needs to check that HMIS Data Available for Apr is Yes under Data Entry of
HMIS Data by Month Table.
Click Back button to arrive at the page below

18

The copy and paste process needs to be done for HMIS data for all available months.

Output Dashboard
Click Dashboard on main page of ICM tool

Select the requisite month and the cumulative figures in the table will be updated
automatically.

19

Output Chart
Click Chart on the main page of the ICM tool

The month is plotted on the X axis and the annualized number of target/expected infants on
the Y axis.
Below the graph, there is a table showing the actual figures.
In the field for Block name, select the block you would like to view from the drop down menu.
Select the antigen you wish to analyse from Antigen-1drop down menu. Monthly trend for the
selected antigen coverage against the expected/target coverage will be plotted in the output
sheet. This analysis will help in mapping and identifying the burden of left out children.
If another antigen is selected from Antigen-2 pull down window, then the trend for two
antigens will be plotted. This analysis will help in plotting the trend for drop out children. (i.e
DPT1 to DPT3). It could also help identify a missed opportunity (i.e DPT booster to MCV2)
The table below shows the monthwise and cumulative totals for each of the indicators (for the
antigen you have selected) mentioned above.

20

Dos and Donts

1. Ensure all pop ups are allowed for HMIS website in your system
2. In HMIS the data for a particular month is validated and finalized only after 20th of the successive
month. Thus to analyze the data for a particular month it has to be ensured that the Last Modified
date is on or after the 20th of successive month. For Example see the picture below

As the status is 15th June 2015, the data can be used for April 2015 only and not for May 2015. May
2015 data can be used only if the Last Modified date is on or after 20th June 2015.
3. Please ensure you enter the infant population as per below
o If you select All India Across State state-wise infant population needs to be entered
o If you select All States Across Districts district-wise infant population needs to be
entered
o If you select All India Across State block-wise infant population needs to be entered
4. Do not delete or add column or row in HMIS data sheet once downloaded since it has to be
pasted onto the tool as is
5. Do not change the format of HMIS downloaded reports.

6. Please ensure that all fields in Data Entry are filled before clicking any output icons in
the tool
Check whether the correct report has been copied and pasted in the required
field
Check whether the infant population has been entered

21

If it is clicked without entering data or infant population then you will see the following
pop up:

Solution for above problem

Click on END and then blue arrow which says BACK and enter data in the
required fields.
After data entry click on chart - the same error will appear.
Click on END and from the drop down list select the district/block for which chart
is required

22

Conceptualized and Developed by

For any enquires please email

vishal.agarwal@phfi.org

Under guidance from

Immunization Division
Ministry of Health and Family Welfare
Government of India

23