4  Loading Health facility data

This section explains how to structure and upload data into the app, ensuring compatibility with the Countdown Health facility data extraction template

Please note that should you update your data during the workshop, ensure it is in the correct format before uploading to avoid errors.

4.1 Supported File Formats

The app supports uploading the following file types:

  • .xls, .xlsx (Excel files)- The raw health facility dataset in the Countdown data template

  • .dta (Stata files) - Master dataset downloaded from the app after validation/adjustment

  • .rds (R Cached datafile) - The file containing the preloaded dataset, user adjustments and analysis parameters that has been > saved in the Cache directory. This will be the last saved file.

4.2 How to Upload Data

Step 1: Prepare your data file

Ensure your data is cleaned and structured according to the Countdown Health facility data (HFD) template by:

  • Using the provided HFD Standardized Template to format your data correctly.

  • Saving the file in a supported format: .xls, .xlsx, .dta, or .rds.

Step 2: Upload the File

  1. Navigate to the Upload Data section of the app.

  2. Drag and drop your file into the upload box, or click Browse > to select it manually in your directory.

  3. For subsequent re-uploads (after the initial uploading of the .xls, .xlsx, .dta files and saving your progress in .rds file using the Save Cache button), do not re-upload the .xls, .xlsx, or .dta but the saved .rds file if you want to retain any changes made in your analytical files

  4. The app will validate your file against the Countdown template.

    • If successful, a confirmation message will appear: “Upload successful: Your file is ready for analysis.”

    • If errors are detected, an error message will indicate the issue.

4.3 Common Errors and How to Fix Them

Error Message Cause Solution
“Unsupported file format” File type not supported Save your file as .xls, .xlsx, .dta, or .rds.
“The following required columns are missing from the data: opv1” Missing essential columns in the data Add the missing column(s) to your dataset and ensure their values are valid.
“The following sheets are missing: Service_data_1, Service_data_2, Service_data_3, Reporting_completeness, Population_data, Admin_data” Missing one or more required sheets in the file Add the missing sheets to your file and ensure they conform to the template.
“Sheet Service_data_3 is empty” The sheet exists but contains no data Populate the sheet with valid data or remove the empty sheet.
“Key Columns”month” missing in Service_data_3” A key column district, year, or month, is missing from the specified sheet Add the missing column(s) to the sheet and ensure the data is structured correctly.
“Column name month must not be duplicated. Use .name_repair to specify repair.” Duplicate column names in the dataset Ensure all column names are unique. Rename or remove duplicate columns.

Note: If a key column (district, year, or month) is missing data in a row, that row will be excluded from the resulting dataset.

4.4 Tips for a Successful Upload

  • Always use the latest the Countdown Health facility data template > template to structure your data.

  • Double-check column names, formats, and content before uploading.

  • Save your file in a supported format and ensure it is UTF-8 encoded