Difference between revisions of "Reconcile"

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{{TOC right}}
 
{{Outdated| This page is outdated}}
 
{{Outdated| This page is outdated}}
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{{Note | To do Data Entry and/or Submit/Approve Data Entry Forms, your {{IMSMANG}} user account must belong to a User Role that has permissions to do so. There are several different permissions e.g. ''Data Entry Form'' and ''Link''. Contact your {{IMSMANG}} Administrator if you have questions on permissions. }}
 
  
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<center>
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The Data Entry process consists of three major steps:
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{| align="center"
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# Reconile
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# Data Entry
 +
# Approve.
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The major steps consist in their turn of several subtasks which may be carried out by one or more different persons and/or stakeholders in the Mine Action programme. It is possible to give permission to a user to do Data Entry but not to Approve the Data Entry Forms.
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{|  
 
|- valign="top"
 
|- valign="top"
 
|
 
|
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{| class="wikitable" width="650"
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{| class="wikitable" width="550"
 
! colspan="2" align="center"| Data Entry Process
 
! colspan="2" align="center"| Data Entry Process
 
|-
 
|-
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| 3 Select template
 
| 3 Select template
 
|-
 
|-
−
| rowspan="2"| '''Data Entry'''
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| rowspan="3"| '''Data Entry'''
 
| 4 Data Entry itself
 
| 4 Data Entry itself
 
|-
 
|-
 
| 5 Link(s)?
 
| 5 Link(s)?
 
|-
 
|-
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| rowspan="5"| '''Approve'''
 
 
| 6 Save
 
| 6 Save
 
|-
 
|-
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| rowspan="4"| '''Approve'''
 
| 7 Peer-review
 
| 7 Peer-review
 
|-
 
|-
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| 10 Approve
 
| 10 Approve
 
|}
 
|}
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</center>
 
  
 
==Reconcile==__NOEDITSECTION__  
 
==Reconcile==__NOEDITSECTION__  
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: For example a polygon of an existing Land that previously did not have that recorded in the database or a correction of date of birth for an existing Victim.  
 
: For example a polygon of an existing Land that previously did not have that recorded in the database or a correction of date of birth for an existing Victim.  
  
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The report that is received in both cases may not look any different so it is vital that the process of new information classification is thorough.  
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The report that is received in both cases may not look any different so it is vital that the process of new information classification is thorough. Read more about Summary items and Data Entry Forms '''[[Understanding IMSMA Information Model#Data Entry Forms and Summaries | here]]'''.
  
 
{{Decision node| It should be outlined in the Data Entry SOP whose responsibility it is to determine if it is a new item or updating information about an existing item.}}
 
{{Decision node| It should be outlined in the Data Entry SOP whose responsibility it is to determine if it is a new item or updating information about an existing item.}}
  
 
=== Select Data Entry Action ===__NOEDITSECTION__  
 
=== Select Data Entry Action ===__NOEDITSECTION__  
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[[Image:Summary window toolbar.png|350px|center]]
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<div align="center">
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'' Summary window toolbar''
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</div>
 
<center>
 
<center>
 
{| align="center"
 
{| align="center"
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|
 
|
 
{| class="wikitable" width="950"
 
{| class="wikitable" width="950"
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! colspan="3" align="center"| Data Entry Actions
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! colspan="4" align="center"| Data Entry Actions
 
|-
 
|-
 
! Type  
 
! Type  
 
! Name  
 
! Name  
 
! When to use
 
! When to use
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! Action
 
|-
 
|-
 
| rowspan="2"| '''From Data Entry menu'''
 
| rowspan="2"| '''From Data Entry menu'''
 
| [[Reconcile by Creating a New Item Record|Reconcile as New]]
 
| [[Reconcile by Creating a New Item Record|Reconcile as New]]
 
| '''Only''' for New Locations
 
| '''Only''' for New Locations
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| New
 
|-
 
|-
 
| [[Reconcile by Updating an Existing Item Record|Reconcile as Existing Item]]
 
| [[Reconcile by Updating an Existing Item Record|Reconcile as Existing Item]]
 
| Is '''not''' recommended anymore (Replace/Combine)
 
| Is '''not''' recommended anymore (Replace/Combine)
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| Replace/Combine
 
|-
 
|-
 
| rowspan="3"| '''From Summary window'''
 
| rowspan="3"| '''From Summary window'''
 
| [[Add a Data Entry Form from the Summary Window]]
 
| [[Add a Data Entry Form from the Summary Window]]
 
| Not for New Locations
 
| Not for New Locations
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| New
 
|-
 
|-
 
| [[Update the Data in the Summary Window | Update from Summary Window]]
 
| [[Update the Data in the Summary Window | Update from Summary Window]]
 
| To update existing data
 
| To update existing data
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| Update
 
|-
 
|-
 
| [[Delete from the Summary Window]]
 
| [[Delete from the Summary Window]]
 
| If the item should be Deleted from the database
 
| If the item should be Deleted from the database
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| Delete
 
|-
 
|-
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| rowspan="4"| '''From Summary window'''
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| rowspan="4"| '''Other Actions'''
 
| [[Reconcile by Linking to an Existing Item Record|Link to Existing Item]]
 
| [[Reconcile by Linking to an Existing Item Record|Link to Existing Item]]
 
| Link may be used in combination which several of the other Actions
 
| Link may be used in combination which several of the other Actions
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| Link
 
|-
 
|-
 
| [[Reassign an Item Location | Reassign Item to another Location]]
 
| [[Reassign an Item Location | Reassign Item to another Location]]
 
| Special updating Action when to which Location an item is assigned
 
| Special updating Action when to which Location an item is assigned
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| Change Location
 
|-
 
|-
 
| [[Remove a Link Between Items | Unlink Items]]
 
| [[Remove a Link Between Items | Unlink Items]]
 
| Special updating Action when items need to be Unlinked
 
| Special updating Action when items need to be Unlinked
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| Unlink
 
|-
 
|-
 
| [[Unapprove a Data Entry Form from the Summary Window | Unapprove a Data Entry Form]]  
 
| [[Unapprove a Data Entry Form from the Summary Window | Unapprove a Data Entry Form]]  
 
| If this Action is used, all traceability and transparency is lost
 
| If this Action is used, all traceability and transparency is lost
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| N/A
 
|}
 
|}
 
</center>
 
</center>
  
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xxx iamge recontab
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[[Image:Recon tab Add from non-Location.png|600px|center]]
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you may see on recon tab which Action will be taken
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<div align="center">
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add new column in table with Action name from recon tab
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'' Example of Reconciliation Tab ''
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</div>
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Depending on which Action you choose the Reconciliation tab of the Data Entry Form will be populated different. The Actions in the ''From Summary window'' and ''Other Actions'' automatically populates the Reconciliation tab.
  
 
=== Select Data Entry Form template===__NOEDITSECTION__  
 
=== Select Data Entry Form template===__NOEDITSECTION__  
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xxx in most cases there is only one template active per item
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Next decision is to choose which template to use for the Data Entry. It might be appropriate to have more than one Data Entry template for one item, e.g. one for the information about the Victim and another template for Victim Needs Assessment. The item Activity is an example where each process has their own template, i.e. Non-Technical Survey, Technical Survey, EOD Spot Task, Completion Report, Post-Clearance Survey, etc.  
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Victim Victim Needs ass Land / Land admin
 
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undantag Activity
 
−
 
 
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[[Image:Summary window toolbar.png|350px|center]]
 
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<div align="center">
 
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'' Summary window toolbar''
 
−
</div>
 
  
 
[[Image:Select Template New.png|500px|center]]
 
[[Image:Select Template New.png|500px|center]]
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==Data Entry ==__NOEDITSECTION__  
 
==Data Entry ==__NOEDITSECTION__  
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xxx link to other pages
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An important part of the Data Entry is of cause the template itself and that is both collecting the data that is required and that the design of the template makes is easy to do Data Entry and give guidance that enhances/ensures high data quality such as required fields.
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xxx the three tabs
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=== Data Entry itself===__NOEDITSECTION__  
 
=== Data Entry itself===__NOEDITSECTION__  
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[[Image:Understanding_IMSMA_Information_Model_-_Updating_CVs ver2.png|center|400px|''Example of Updating Summaries'']]
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[[Image:Fig42.png|400px|]]
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For more information on how to do data entry, see [[Use the Data Entry Form Editor Window]].
 +
 
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{{Warning | When updating information the updating Data Entry Form's Date of information must be a later date than the Data Entry Form(s) that created the information since the calculation of the Summary item(s) are based on Date of Information. If the date is earlier or the same, no change of the Summary items occur.}}
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=== Links? ===__NOEDITSECTION__
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[[Image:Understanding IMSMA Information Model - Example Relationships Among Items.png|center|550px|''Example Relationships Among Items'']]
 
<div align="center">
 
<div align="center">
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''Example of Updating Summaries''
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''Note: Connections to Country Structure and Location have been omitted from the example''
 
</div>
 
</div>
  
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{{Warning | When updating information the updating Data Entry Form's Date of information must be a later date than the Data Entry Form(s) that created the information since the calculation of the Summary item(s) are based on Date of Information. If the date is earlier or the same, no change of the Summary items occur.}}
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The last step of the Data Entry is to specify on the Reconciliation tab if the item should be linked to another item. In {{IMSMANG}} the links implicate a relationship between the items. For example:
 +
* a link between an Activity and a Victim means that the Victim is a Demining Victim;
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* a link between two Victims means that they are family.
  
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Read more about Summary item and Data Entry Forms '''[[Understanding IMSMA Information Model#Data Entry Forms and Summaries | here]]'''.
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=== Save===__NOEDITSECTION__
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[[Image:WB_Status.png|center|225px]]
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=== Links? ===__NOEDITSECTION__
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<div align="center">
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''Data Entry Form Statuses / Reconciliation workflow''
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</div>
  
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The Data Entry Form has several status
 
==Approve==__NOEDITSECTION__  
 
==Approve==__NOEDITSECTION__  
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=== Save===__NOEDITSECTION__
 
 
=== Peer review===__NOEDITSECTION__  
 
=== Peer review===__NOEDITSECTION__  
 
=== Submit===__NOEDITSECTION__  
 
=== Submit===__NOEDITSECTION__  

Revision as of 19:08, 11 March 2015

Ambox outdated serious.svg.png This page is outdated

The Data Entry process consists of three major steps:

  1. Reconile
  2. Data Entry
  3. Approve.

The major steps consist in their turn of several subtasks which may be carried out by one or more different persons and/or stakeholders in the Mine Action programme. It is possible to give permission to a user to do Data Entry but not to Approve the Data Entry Forms.

Data Entry Process
Reconcile 1 Does it exists in DB?
2 Select Action
3 Select template
Data Entry 4 Data Entry itself
5 Link(s)?
6 Save
Approve 7 Peer-review
8 Submit
9 Final review/Data QA
10 Approve

Reconcile

Reconcile means "to make two sets of numbers add up to the same total" which with IMSMA terms is process of getting all different subsets of Mine Action information in a country (e.g. operators' clearance information) to a correct and coherent national database.

New or existing item

Before a data entry may start, both at data providers such as operators and at National Mine Action Authority, the first and very important task is to determine if the piece of information that is received on a paper or as MAxml, does it already exist in the database or not?

New information are of two different types:

  • information about a new item
For example a Land or a Victim that is previously not reported/entered into IMSMANG. The Land might have been contaminated 10 years ago or the Victim injured 5 years ago but from our IMSMANG perspective it is new due to it is not in the database.
  • new information about an existing item
For example a polygon of an existing Land that previously did not have that recorded in the database or a correction of date of birth for an existing Victim.

The report that is received in both cases may not look any different so it is vital that the process of new information classification is thorough. Read more about Summary items and Data Entry Forms here.

SopIcon.png It should be outlined in the Data Entry SOP whose responsibility it is to determine if it is a new item or updating information about an existing item.

Select Data Entry Action

350px

Summary window toolbar

Data Entry Actions
Type Name When to use Action
From Data Entry menu Reconcile as New Only for New Locations New
Reconcile as Existing Item Is not recommended anymore (Replace/Combine) Replace/Combine
From Summary window Add a Data Entry Form from the Summary Window Not for New Locations New
Update from Summary Window To update existing data Update
Delete from the Summary Window If the item should be Deleted from the database Delete
Other Actions Link to Existing Item Link may be used in combination which several of the other Actions Link
Reassign Item to another Location Special updating Action when to which Location an item is assigned Change Location
Unlink Items Special updating Action when items need to be Unlinked Unlink
Unapprove a Data Entry Form If this Action is used, all traceability and transparency is lost N/A
Recon tab Add from non-Location.png

Example of Reconciliation Tab

Depending on which Action you choose the Reconciliation tab of the Data Entry Form will be populated different. The Actions in the From Summary window and Other Actions automatically populates the Reconciliation tab.

Select Data Entry Form template

Next decision is to choose which template to use for the Data Entry. It might be appropriate to have more than one Data Entry template for one item, e.g. one for the information about the Victim and another template for Victim Needs Assessment. The item Activity is an example where each process has their own template, i.e. Non-Technical Survey, Technical Survey, EOD Spot Task, Completion Report, Post-Clearance Survey, etc.

Select Template New.png

Select Template for New Data Entry Form window

Data Entry

An important part of the Data Entry is of cause the template itself and that is both collecting the data that is required and that the design of the template makes is easy to do Data Entry and give guidance that enhances/ensures high data quality such as required fields.

Data Entry itself

Fig42.png For more information on how to do data entry, see Use the Data Entry Form Editor Window.

Warning.jpg When updating information the updating Data Entry Form's Date of information must be a later date than the Data Entry Form(s) that created the information since the calculation of the Summary item(s) are based on Date of Information. If the date is earlier or the same, no change of the Summary items occur.

Links?

Example Relationships Among Items

Note: Connections to Country Structure and Location have been omitted from the example

The last step of the Data Entry is to specify on the Reconciliation tab if the item should be linked to another item. In IMSMANG the links implicate a relationship between the items. For example:

  • a link between an Activity and a Victim means that the Victim is a Demining Victim;
  • a link between two Victims means that they are family.

Save

WB Status.png

Data Entry Form Statuses / Reconciliation workflow

The Data Entry Form has several status

Approve

Peer review

Submit

Final review

Approve

Ambox outdated serious.svg.png This page is outdated

Data entry form item records can also update existing item records. Updates to existing item records can either replace an existing item record or combine certain item record attributes. When an existing item record is replaced, the summary of the existing item record is replaced with the data from the new item record. When an item record in a data entry form is combined with an existing item record, certain item record attributes are overwritten with the data from the new item record while other item record attributes are combined. Refer to the Reconcile by Updating an Existing Item Record for more details on which item attributes are combined for each item.

Data entry form item records can also be associated with existing item records that are of a different type. For example, a victim that is created by a new data entry form can be associated with an existing accident. To establish a relationship between item records of different item types, you create a link between the item records. See Reconcile by Linking to an Existing Item Record for more information.

Item records can be reconciled from the Reconciliation tab on the Data Entry Form Editor window. The Reconciliation tab displays all item records from the data entry form that need to be reconciled.

Reconciling item records from the Data Entry Form Editor window allows you to select existing item records from a list. This section provides instructions for reconciling item records from the Data Entry Form Editor.

Reconciliation Icons
Icon Description
ReconItemRecIcon.png Allows you to reconcile items as new records, or with existing item records that you select from a list.
UAIBtn01.png Removes the reconciliation or link between the item records.
Reconciling and Approving Data in IMSMANG
Reconcile
Retrieved from "http://mwiki.gichd.org:8090/mediawiki/index.php?title=Reconcile&oldid=19151"