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Improving nutrition programmes through the promotion of quality coverage assessment tools, capacity building and information sharing.

Tutorial: CMAM program monitoring using an electronic database in Microsoft® Excel

The electronic database allows routine programme monitoring data to be compiled and viewed by distribution cycle either for the programme as a whole or for individual distribution sites or months. The following description of the database refers to the database template found here. Parts of the database are locked. The password is be careful.  

Using the CMAM Monitoring Databases

The sample databases are in the format that is recommended for reporting in CMAM programmes. It is simple to: Data in the pivot table report can be viewed by distribution site or by month. This is done by clicking on the tabs at the top of the sheet. To view graphs, first ‘hide’ columns for future distribution cycles. To view graphs for specific distribution sites, select a distribution site on the pivot table report, then click on the graphs sheet to view graph.  

Constructing a Monitoring Database in Microsoft Excel

The following instructions can be used to construct a database for the OTP or SC together. Similar stages can be followed to set up the other databases. In each case, weekly compilation sheets and the categories they contain should be used as the basis for the database categories.  

Creating the Data Input Sheet

Figure 1: An input sheet
Snapshot of template CMAM database for collecting data from outpatient treatment program beneficiaries' cards

Snapshot of template CMAM database for collecting data from outpatient treatment program beneficiaries' cards

Create Columns

Create Rows

Enter Formulas

Add in formulas for: For all formulas, click and copy formulas down the sheet to fill as many distribution cycles as required. (We recommend no more than one year’ s data in one database). Data can now be entered by distribution cycle from the weekly compilation sheets. Input to check formulas.  

Creating the Data Report

  1. Change title by removing Count of. Do not shift the title too much to the left or Pivot Table alarm will be set off;
  2. Change from Count to Sum;
  3. Click Number – click Number again – tick Use 1000 separator. Change decimal place to 0; and
  4. Click Next – click new work sheet – rename it ‘Report’.
For additional guidance on the construction and use of pivot tables see:  

Creating the Graphs

Create Chart of Admission and Exit Trends

Create Pie Chart Showing Breakdown of Exit Categories

Note: When you start to input data into the database, columns corresponding to cycles where no data has yet been entered can be hidden. This makes it easier to view the report and graphs. This tutorial was taken from Valid International, 2006. Community-based Therapeutic Care (CTC): A Field Manual, Oxford: Valid International pages 207-217.