HIVnextArchive system
Archive system · 2024 – 2026

HIVnext Legacy

Historical DHSKP and TestNow data, consolidated and accessible through this archive. Legacy is the bridge between three years of Google Workspace records and the new cloud database.

NGO users & Program Managers Databases & dashboards Open your NGO's database or dashboard, or the All-NGO performance dashboard. Find your NGO State, region & national officers TestNow dashboard HIV self-test kit orders, results and risk assessments. Sign in with the Google account linked to your government email. Open the dashboard Program Managers & admins Link to Care guide Update the actionTask, HIV, SYP and HEPC tabs and complete MyHCC verification, step by step. Read the guide Any registered user Data correction request Report a wrong IC number, a duplicated client or a result in the wrong month to the M&E team. Send a correction

Signing in to the TestNow dashboard? Read the TestNow privacy notice.

Access by NGO

Each implementing partner has a Database (Google Sheets — Program Managers, Program Coordinators and authorised admins) and a Dashboard (Data Studio — every registered user under that NGO). Links open in a new tab; sign in with the Google account that was granted access.

Can't open a sheet or dashboard? You are probably signed in to a different Google account. See step 1 of the guide below, or report it with your NGO and email address.

Program dashboard

All-NGO Performance Dashboard

A consolidated view of program performance across all implementing partners. Access is restricted to authorised users.

Protected dashboard

Enter the access password shared by your admin to view the program-wide dashboard.

Admin & user guide: updating Link to Care data

For M&E at Malaysian AIDS, Program Managers / Coordinators and authorised admins. Each tab in the database serves a specific purpose — follow the steps in order the first time, then use the side menu to jump straight to the tab you're working in.
  1. 1 · Check your Google profile
  2. 2 · Open the Legacy portal
  3. 3 · How the database is organised
  4. 4 · Tab: actionTask
  5. 5 · Tabs: HIV, SYP & HEPC
  6. 6 · MyHCC verification
  7. 7 · Tabs: 2024 & 2025

1Check your Google profile

  1. Go to google.com and click your profile picture in the top-right corner.
  2. Make sure the profile shown is the account that was given access to hivnext.org. Usually this is the same email you use in MyVAS.
  3. If it isn't, switch to the correct account before opening any database or dashboard.

Some facilities manage their data with two emails. The Legacy system can only be shared with Google accounts, so a facility whose MyVAS email is not a Google account will have a separate Google email for Legacy.

2Open the Legacy portal

  1. From hivnext.org, choose the Legacy panel (or the Legacy link in the header on any page).
  2. In Access by NGO, find your NGO under its region.
  3. Click Database for the complete data of your NGO — this is restricted to PM/PC and admins who have been granted access.
  4. Click Dashboard for the NGO's latest achievements. Only users registered under that NGO can open its dashboard.

Legacy brings together data from 2024 through 2026. Other pages of the site are updated from time to time; check the changelogs for what's new.

3How the database is organised

To make the system more stable and faster — and to reduce fatigue when working with daily data — the whole structure was rebuilt. Data from 2024 and 2025, the user list and the treatment referral records now live in one Google Sheet per NGO.

Five tabs need attention from PM/PC and admins:

TabWhat it is for
actionTaskYour master pending list — every reactive HIV, SYP and HEP C case still awaiting Link to Care confirmation.
HIV, SYP, HEPCWhere you record the referral outcome for each disease category.
2024, 2025Historical records migrated from the previous system, with red cells that still need to be completed.

The other tabs (ipUser, dailyData, 2026) are managed by M&E and fill automatically.

4Tab: actionTask

The actionTask tab is the list of clients whose referral status needs updating. For 2026 clients it shows everyone who has not yet been referred to treatment.

  1. Open the actionTask tab in your NGO's database. You will see three column groups in different shades of green, as in the previous system: Pending HIV Referral, Pending SYP Referral and Pending HEPC Referral.
  2. Review each pending case. Each row is a client with a reactive result who has not been confirmed as linked to care. Check the IC number, test date and disease category.
  3. Act on each case by moving to the relevant tab — HIV, SYP or HEPC — to complete the Link to Care entry (step 5).

If a referral was already recorded in the previous system, you can copy the client's IC from this list and paste it into the HIV, SYP or HEPC tab instead of typing it.

5Tabs: HIV, SYP & HEPC

In the previous system every site had a separate Data-Rujukan-Rawatan file with four tabs (HIV, SYP/Syphilis, HEPC and PrEP). To make Link to Care updates easier, that file has been replaced by the HIV, SYP and HEPC tabs, which sit directly inside the same database. The workflow is identical in all three tabs.

  1. Open the tab for the disease category you are updating.
  2. In column A, open the drop-down. It lists the IC numbers of clients who have not yet been referred, taken from actionTask. Pick the client, or paste the IC you copied.
  3. Columns B to E fill in automatically once column A is set.
  4. Complete columns F to J: whether the client was referred (Yes / No), the referral date, the facility and the other referral details, and Notes in column J.

You only edit columns A, F, G, H, I and J in these three tabs. Everything else is calculated.

As soon as a client is marked Yes, they are removed from the actionTask list. If a case cannot yet be resolved — for example the client is unreachable — write the reason in Notes so the audit trail stays clean.

6MyHCC verification

Columns K and L show verification from the MyHCC system when a client has been successfully referred. Column K is also useful for checking whether a client already had a record at a Klinik Kesihatan before.

  • MyHCC verification is refreshed periodically — about once a month, not live.
  • For now it is available for HIV and HEPC only.

Because of this, it is important to keep Notes (column J) up to date when a client is a defaulter and the NGO is helping them restart treatment — especially for HIV cases. The note is what distinguishes a restart from a new referral.

7Tabs: 2024 & 2025

These tabs hold data migrated from the previous system. PM/PC also need to update treatment referral data here for clients who have still not been reached.

  1. Open the 2024 or 2025 tab.
  2. Look for cells marked red that are still empty. Only these need to be filled.
  3. The columns to complete are AN – AP, AS – AV and AW – AY.

Leave every other cell as it is — the rest of the row is the historical record.

Data correction request

Spotted a wrong IC number, a duplicated client or a result in the wrong month? Send the correction here. Requests go straight to the M&E team's response sheet and are actioned in the order received.

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Tutorials

Video tutorials

Hands-on walkthroughs of the Legacy database and dashboards are being recorded and will be published on the HIVnext YouTube channel. Subscribe to be notified when the first one lands.

Go to the HIVnext channel