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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 | Excel* producting online reports and dashboards with MINT]]* 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.

An important part of establishing data==Plan Data/information Information Exchange==__NOEDITSECTION__{| class="wikitable"|-| [[Image:Understanding Configuration Options - One way.png|300px|center|]]| [[Image:Information exchange.png|300px|center|]]|- | '' One way exchange is to plan only covering operators and document the workflows so smooth data national database ''| '' Example of information exchange and high-quality information is obtained.between stakeholders''|}

==Ensuring Correct Roles and Permissions are Assigned==__NOEDITSECTION__Establishing correct roles and permissions It is a key factor in managing and maintaining easy for information managers at national level only to concentrate on how to exchange data exchange within that should be imported into the national {{IMSMANG}}. Using the permissions structure, the information manager can carefully control access to key functions database and forget that affect data it should be a '''two'''-directional exchange including Data Entry Form templatesand that '''all''' implementation partners, Custom Defined Fields, Auxiliary stakeholders and departments of the own organisation have different data /information needs and Data Entry Form approval. When permissions are correctly established '''all''' of them have to create reports to several other receivers with different contents and roles and user accounts created, information managers can distribute the {{IMSMANG}} dataset to implementing partners knowing that key data controls are in placewith different periodicity.

These The following points need to be taken in consideration when planning exchange:* why is the data/information shared? * what are the recommended role permissionsconsequences if data/information are not shared on time?* what data/information need/could be shared?* who is the receiver?* what will the receiver use the data/information for?:* show contamination impact:* input to operational planning:* Ensure that show the Central outcome of Mine Action Authority has exclusive control over user accounts and roles, Data Entry Form templates, :* other purposes* will the receiver share the data/information in his turn?* how often? * in which format?:* paper/pdf:* Excel:* shape files:* xml:* IMSMA backup:* Staging area database:* website ==Workflows==__NOEDITSECTION__ When the plan for data/information exchange is outlined it is very important to document the Data Inventory Manager different exchanges so it is clear to all stakeholders in each data/information exchange workflow:* who does what?* how often?* who is responsible for data quality?* who solves data conflicts including duplicates?* how and Auxiliary who corrects mistakes?* who deletes data? A process map of each exchange workflow is a good complement to the detailed written documentation of the workflow. ==IMSMA specific rules==__NOEDITSECTION__ Data exchange workflows to the national database should include:* Ensure that the implementing partners how to decide which Location to use?* which items should have links to what?* nice-to-have Data Entry, Approval and export/import Data Entry Forms permissions. - desired - required data fields* who decides final ID of items?

=== Avoiding import to the national database issues===__NOEDITSECTION__ By establishing a set of limited permissions for the {{Note | When data is shared between 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 and National Mine Action Authority to it is important that 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 Data Entry Forms and cause approval in the national dataset to become fractureddatabase.}}

By limiting Auxiliary ===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 with {{IMSMANG}}. Using the permissions to structure, the Central Mine Action Authority, information managers manager can prevent complications when importing Data Entry Forms. Because Data Entry Forms refers carefully control access to Auxiliary data, it is important key functions that each country have one common set of Auxiliary affect data to facilitate exchange. If the including Data Entry Form templates, Custom Defined Fields, Auxiliary data is not properly synchronised, the exchange of and Data Entry Forms Form approval. When permissions are correctly established and user accounts created, information managers can result in import issues which must be manually resolved. While distribute the {{IMSMANG}} provides an interface for resolving these kinds of issues, it is recommended dataset to reduce the occurrence of these issues by limiting any creation of Auxiliary implementing partners knowing that key data to the Central Mine Action Authority who can then distribute an updated dataset as necessarycontrols are in place.

==Sending Backups to Reset to a Common Dataset==__NOEDITSECTION__These are the recommended role permissions:The easiest way to ensure * Ensure that each site is working from a common dataset is to distribute a full backup of the {{IMSMANG}} dataset to each site on a regular basisCentral Mine Action Authority has exclusive control over :* user accounts and roles:* Data Entry Form templates:* Data Inventory Manager and :* Auxiliary data. This can occur weekly, monthly or quarterly, but the key is to distribute an official dataset to each site regularly to ensure * Ensure that auxiliary data is up to date and that any changes made to other parts of the dataset are distributed. In this wayimplementing partners have Data Entry, organisations 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 issues in importing Approval and exchanging export/import Data Entry Formspermissions.

It is important to understand, howeverBy establishing a set of limited permissions for the implementing partners, information managers can prevent the accidental or intentional creation of new data elements that will affect the restoration ability of a backup file overwrites the data at Central Mine Action Authority to import Data Entry Forms and cause the regional site including any locally created searches and reportsnational dataset to become fractured. So, the recipient sites should consider the following recommendations:

* Make a complete backup prior By limiting Auxiliary data permissions to restoring the Central Mine Action Authority’s backupAuthority, information managers can prevent complications when importing Data Entry Forms.* Export all Because Data Entry Forms refers to Auxiliary data, it is important that each country have been entered since the last one common set of [[Standardising Auxiliary Data | Auxiliary data]] to facilitate exchange with . If the Central Mine Action Authority before restoring a backup.* Restore only Auxiliary data is not properly synchronised, the {{IMSMANG}} database and GIS database. This preserves local customisations exchange of peripheral elements such as Data Entry Form templates and iReport templates, Forms can result in import issues which can must be reimported into manually resolved. While {{IMSMANG}}.* Request that provides an interface for resolving these kinds of issues, it is recommended to reduce the occurrence of these issues by limiting any searches or other non-exportable elements that are important for regional site use be created in creation of Auxiliary data to the Central Mine Action Authority’s Authority who can then distribute an updated dataset prior to distribution so they do not need to be recreated regionally each time a new backup is distributedas necessary.

==Collecting Regular Feedback==__NOEDITSECTION__

In any data/information exchange activity, it is important to have regular sessions follow-up or meetings to collect feedback and discuss issues or improvements to the data/information exchange process. One recommendation is to establish a feedback forum where organisations implementing partners and stakeholders can address data quality issues and make adjustments to the data/information exchange process. Topics to address in such a 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 Auxiliary data* form template which data to collect* changesof templates* output products like reports, statistics, maps

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

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