Welcome to the Global-PPS data entry environment

This tool is freely available and allows you to enter the collected survey data in the Global-PPS database, to validate your data, and to download feedback reports or to create your own graphs in the interactive feedback module.

The survey is conducted in two phases:

1. data collection on the wards or units using paper data collection forms : see protocol and data collection templates available here
2. data entry using the web-based Global-PPS tool

The data collection forms are similar to the web-based data entry tool. Note: for the outpatient module, it is possible to directly collect and enter data in the web-based Global-PPS tool.

1. 1. Inpatient data collection on the wards or units using the paper data collection forms

      See protocol and data collection templates available under Documents - Global PPS

      • Participants are asked to survey each ward within the hospital only once within a predefined period. These periods are January-April, May-August and September-December. Depending on your organization, you decide which wards you would like to survey on which day during one of the chosen period(s), BUT, each ward should be completely audited in a single day!
      • Be aware: inpatient surgical wards should NOT be surveyed just after a weekend or bank holiday (Monday in Christian countries, Saturday in Islamic countries) in order to capture retrospective information about prophylaxis in the previous 24 hours. This means that patients who received the surgical prophylaxis 'before' 8am on the day of the PPS will be included in the survey. For those patients, a patient form (see data collection forms) needs to be completed. Patients who receive surgical prophylaxis after 8AM on the day of the PPS are NOT included into the survey. See protocol page 8 for explanatory table ! All other wards can be surveyed on any weekday.
      • During the chosen PPS day, proceed as follows:
        • Copy/print the ward form for each ward under surveillance. Complete the ward specifications and denominators for each ward under surveillance on the day of the PPS (see data collection forms, page 1)
        • Copy/print several patient forms because for each inpatient occupying a bed at 8AM on the day of the PPS and receiving one or more active/ongoing antimicrobial(s) at 8AM on the day of the survey, a patient form needs to be completed (see data collection forms, page 2). Only record antimicrobials which were prescribed to the patient at 8AM on the day of the PPS.
          • antimicrobials which were not yet prescribed at 8AM are not included.
          • also antimicrobials which were stopped before 8AM are not included.
        • OPTIONAL if you chose to participate with the full version with HAI module! Copy/print several patient forms to collect additional variables for HAI at patient level complete this form for each patient on antimicrobials at 8AM on the day of the PPS, also those who are not treated for HAI (see data collection forms, page 4).

      At the end of the day, you will have for each single/separate ward : 1 ward form together with all the individual patient forms and optionally the HAI forms at patient level (one or two forms for each patient prescribed an antimicrobial on the day of the PPS) attached.

   2. Outpatient data collection on the wards or units using the paper data collection forms

      See protocol and data collection templates available under Documents - Global PPS

      • Participants are asked to survey each unit within the hospital once or multiple times within a predefined period. These periods are January-April, May-August and September-December. Depending on your organization, you decide which units you would like to survey on which day during one of the chosen period(s), BUT, each unit should be completely audited in a single day!
      • Be aware: all outpatient units should NOT be surveyed during a weekend or bank holiday (Monday in Christian countries, Saturday in Islamic countries) in order to capture information about the ‚ normal‚ situation.

2. Data entry using the web-based global-PPS tool: proceed STEP BY STEP ! See IT-manual available here
   1. Create your login to get access to the Global-PPS web application (go to register). Participants who participated previously to the Global-PPS, need to use their existing login! This is important to allow you generate your longitudinal feedback in the interactive feedback module.
   2. Register the hospital (the system will attribute a hospital/institution ID number) : contact global-pps if you can't find the region, county or district for your hospital.
   3. First select the appropriate survey : go to Surveys/Available and select one of the appropriate surveys :
      1. Global-PPS (Jan-Apr)
      2. Global-PPS (May-Aug)
      3. Global-PPS (Sept-Dec)
      For subsequent data-entry go to Surveys/Subscribed and activate your survey. You will now see the survey appearing in the black bar on top of the page.
   4. Define next all your departments at institutional level: go to Departments/New. One needs to define ALL departments of the institution; these will afterwards appear in the drop down boxes during data entry. Institutions who have participated previously need to define extra department types next to their already existing department groups. Also, verify whether changes to departments need to be done or whether a new department needs to be defined.
   5. 1. Inpatient module: Enter the denominators for the inpatient ward(s) under surveillance (go to Surveys/New Ward).
      2. Outpatient module: Enter (one by one) the unit information for the outpatient unit(s) under surveillance (go to Surveys/Outpatient Module).
   6. 1. Inpatient module: Only when you have defined your denominators, you can enter patient data (go to Surveys/New Patient). You can enter ward and patient data (one by one) whenever collected and completely available on the paper forms.
      2. Outpatient module: After creating your unit, you can enter patient data (go to Surveys/Outpatient Module and then you can go to the row of your Unit, and click the patient-button under ‚Actions‚). Note: you will have to enter information on all patients seen during the surveyed time, including patients without an antimicrobial prescription. For those patients, you will only fill in the ‘General Patient Data’.

The Global-PPS program is very well supported by Google Chrome: freely available here. Internet explorer causes issues and is not recommended.

What you should know

• One single person can enter data for more than one institution
• The Global-PPS program allows registration of supplementary institution users in order to help the local main administrator with data- entry. This feature is particularly helpful for bigger institutions.
• The Global-PPS program incorporated several checks and validation procedures to ascertain reliable and valid data entry.
• The Global-PPS program provides a feedback in four different ways:
  • Your data are listed in an excel file : it allows you to verify and analyse your own data.
  • A one-point feedback report in PDF provides hospital/institution-specific antimicrobial prevalence figures plotted against overall mean national and continental results.
  • Merged feedback reports in case you are responsible for more than one institution
  • Interactive feedback where you can generate your own (longitudinal) feedback (go to Surveys/Interactive feedback).

Additional documents are available at global-pps.com/documents

• Protocol and data collection templates (9 languages)
• Some completed data collection forms - English (hypothetical data).
• The antimicrobial list enumerates all antimicrobials under surveillance.
• The Frequent Asked Questions list (FAQ-list) : Enter a keyword in the "Find tab" of the Word document (e.g. guideline, compliance) to search faster for information regarding a question you might have. If you do not find an answer to your question, contact global-PPS@uantwerpen.be
• The user (“IT“) -manual helps you to efficiently enter and validate your data
• Posters and leaflets which help you to promote the study among your network or hospital/institution. Seek support for your efforts!
• Powerpoint presentations to help you communicating the method
• Example of an inpatient feedback report (73 slides).