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Information Exchange

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{{IMSMANG}} is designed to support data/information exchange with many IMSMA users and Mine Action stakeholders at numerous sites. These users can include implementing partners, Regional Mine Action Centers and other authorities (e.g. Ministry of Health).

{{IMSMANG}} supports nearly any conceivable several patterns for exchanging '''data''' including * multilateral one-direction exchange* two-direction exchange

* peer-to-peer exchange

* onecombinations of the above. {{HowTo's| [[Information Exchange Models]]| Centralised Data Entry| [[Setting-direction exchangeup Decentralised Information Exchange | Decentralised Data Entry]]* two-direction exchange.}}

The most common pattern is two-direction exchange between a Central Mine Action Authority and implementing partners.

{{IMSMANG}} supports nearly any conceivable patterns several methods for exchanging '''information''' including * producing maps with [[Connecting to IMSMA Staging area from ArcGIS | external GIS ]] software* producing reports with [[Use iReport | iReport ]] and [[Connecting to IMSMA Staging area from Excel* producting online reports and dashboards with MINT| Excel]]* publish information to websites via the [[IMSMA Staging areaArea]]. [[Image:Data Information Organisation.png|650px|center]]<div align="center">'' Who needs what''</div>An important part of establishing data/information exchange is to plan and document the data/informations exchange flows including the different steps in the workflows so a sustainable and smooth exchanges and high-quality information are obtained. ==Plan Data/Information Exchange==__NOEDITSECTION__{| class="wikitable"|-| [[Image:Understanding Configuration Options - One way.png|300px|center|]]| [[Image:Information exchange.png|300px|center|]]|- | '' One way exchange plan only covering operators and national database ''| '' Example of information exchange between stakeholders''|} It is easy for information managers at national level only to concentrate on how to exchange data that should be imported into the national {{IMSMANG}} database and forget that it should be a '''two'''-directional exchange and that '''all''' implementation partners, stakeholders and departments of the own organisation have different data/information needs and '''all''' of them have to create reports to several other receivers with different contents and with different periodicity.

An important part of establishing The following points need to be taken in consideration when planning exchange:* why is the data/information shared? * what are the consequences if data/information are not shared on time?* what data/information exchange need/could be shared?* who is the receiver?* what will the receiver use the data/information for?:* show contamination impact:* input to plan and document operational planning:* show the outcome of Mine Action:* other purposes* will the receiver share the workflows so smooth data exchange and high-quality /information is obtained.in his turn?* how often? * in which format?:* paper/pdf:* Excel:* shape files:* xml:* IMSMA backup:* Staging area database:* website

==Collecting Regular FeedbackWorkflows==__NOEDITSECTION__In any When the plan for data/information exchange activity, is outlined it is very important to have regular sessions or meetings document the different exchanges so it is clear to collect feedback and discuss issues or improvements to the all stakeholders in each data/information exchange process. One recommendation workflow:* who does what?* how often?* who is to establish a feedback forum where implementing partners and stakeholders can address responsible for data quality issues ?* who solves data conflicts including duplicates?* how and make adjustments who corrects mistakes?* who deletes data? A process map of each exchange workflow is a good complement to the information exchange processdetailed written documentation of the workflow. Topics to address in such a forum include:

* frequency of data ==IMSMA specific rules==__NOEDITSECTION__ Data exchange* standardisation of reports and searches included in workflows to the central datasetnational database should include:* permissions and role changeshow to decide which Location to use?* creation or modification of Auxiliary datawhich items should have links to what?* which nice-to-have - desired - required data to collectfields* changes who decides final ID of templatesitems?

By collecting feedback on these issues, information managers can help ensure {{Note | When data is shared between implementing partners and National Mine Action Authority it is important that information exchange works as expected IDs are '''not''' changed. E.g. Progress report created by implementing partner with ID ''PR-NPA-CHA-15/1'' should still have the same ID after import and set up a quality assurance mechanism to prevent data quality issues from affecting approval in the Mine Action Programmenational database.}}

===Ensuring Correct Roles and Permissions are Assigned===__NOEDITSECTION__Establishing correct [[Defining Roles, Permissions and Users | roles and permissions ]] in {{IMSMANG}} is a key factor in managing and maintaining data exchange within with {{IMSMANG}}. Using the permissions structure, the information manager can carefully control access to key functions that affect data exchange including Data Entry Form templates, Custom Defined Fields, Auxiliary data and Data Entry Form approval. When permissions are correctly established and roles and user accounts created, information managers can distribute the {{IMSMANG}} dataset to implementing partners knowing that key data controls are in place.

These are the recommended role permissions:

* Ensure that the Central Mine Action Authority has exclusive control over :* user accounts and roles, :* Data Entry Form templates, the :* Data Inventory Manager and :* Auxiliary data.

* Ensure that the implementing partners have Data Entry, Approval and export/import Data Entry Forms permissions.

=== Avoiding import to the national database issues===__NOEDITSECTION__ By establishing a set of limited permissions for the implementing partners, information managers can prevent the accidental or intentional creation of new data elements not available in the national database that will affect the ability of the Central Mine Action Authority to import Data Entry Forms and cause the national dataset to become fractured.

By limiting Auxiliary data permissions to the Central Mine Action Authority, information managers can prevent complications when importing Data Entry Forms. Because Data Entry Forms refers to Auxiliary data, it is important that each country have one common set of [[Standardising Auxiliary Data | Auxiliary data ]] to facilitate exchange. If the Auxiliary data is not properly synchronised, the exchange of Data Entry Forms can result in import issues which must be manually resolved. While {{IMSMANG}} provides an interface for resolving these kinds of issues, it is recommended to reduce the occurrence of these issues by limiting any creation of Auxiliary data to the Central Mine Action Authority who can then distribute an updated dataset as necessary.

==Sending Backups to Reset to a Common DatasetCollecting Regular Feedback==__NOEDITSECTION__One way to ensure that each implementing partner is working from a common dataset In any data/information exchange activity, it is important to distribute a full backup of the {{IMSMANG}} dataset on a have regular basis. The key is to distribute an official national dataset regularly to ensure that Auxiliary data is follow-up or meetings to date collect feedback and that any changes made discuss issues or improvements to other parts of the dataset are distributeddata/information exchange process. In this way, One recommendation is to establish a feedback forum where implementing partners and stakeholders can maintain a common set of national statistics and the dataset reflects the decisions made by the Central Mine Action Authority to resolve errors or address data quality issues in importing and exchanging Data Entry Forms. It is important make adjustments to understand, however, that the restoration of a backup file '''overwrites''' the data in the implementing partner's database including any Data Entry Forms that have not been sent to the Central Mine Action Authority yet, locally created searches and reports. So, the recipient implementing partners should consider the following recommendations: * Make a complete backup prior to restoring the Central Mine Action Authority’s backup.* Export all Data Entry Forms that have been entered since the last /information exchange with the Central Mine Action Authority before restoring a backup.* Restore only the {{IMSMANG}} database and GIS database. * Have a local copy of templates and Saved searches so they may be re-published and re-created in {{IMSMANG}}process.* Request that any customisation or other non-exportable elements that are important for implementing partners Topics to be created address in the national database prior to distribution so they do not need to be recreated each time such a new backup is distributed.forum include:

* frequency of data/information exchange

* standardisation of reports and searches to be included in the central dataset

* permissions and role changes

* creation or modification of Auxiliary data

* which data to collect

* changes of templates

* output products like reports, statistics, maps

By collecting feedback on these points, information managers can help ensure that data/information exchange works as expected and set up a quality assurance mechanism to prevent data quality issues from affecting the Mine Action Programme.

{{NavBox Getting started with IMSMANG Administration}}[[Category:DSANAA]]

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