Changes

{{TOC right}}{{Note | To add, change, deactivate, or publish a Data Entry Form template, your {{IMSMANG}} user account must belong to a User Role that has permission ''Form Template Design''. Contact your {{IMSMANG}} Administrator if you have questions on permissions. }} After the Data Inventory Manager is customised to include all the necessary elements for data collection, the next step is to create Data Entry Form templates. [[Data Entry Form Templates]] are the predefined forms that are available from the Data Entry Form Template Selection window and are what you use can be used to add a Data Entry Form to IMSMA. The Data Entry Form Template Designer provides the capability for information managers to create customised Data Entry Form templates for use with {{IMSMANG}}. The primary purposes of this tool are to:

<li>Pick which data elements to collect for a programmeMine Action Programme</li><li>Design templates for data entry that mimic paper formswill * facilitate high data quality and the data entry process* support the Mine Action Programme's processes / workflows / NMAS / strategy* implement good Information Management practice.</li>

{{Note| All objects on the data entry form Data Entry Form template are considered ''elements''. Elements include, but are not limited to, dates, images, labels, text fields, tableslines, option values, linestables, text areas, and date selection toolstext fields.}}

With the drag-and-drop capability, the Data Entry Form Template Designer lets information managers select from all of the data elements available in the Data Inventory Manager and position them on a template. Information managers can create wholly new data collection forms and forms Data Entry Form templates from or adjust Data Entry Form templates that mimic existing paper forms were provided in the installation package as inspiration using only the data elements that are valuable to their programme’s workflowMine Action Programme’s workflows. The resulting Because the design process is critical to the proper functioning of the Information Management system, streamlined templates—free from tabs {{IMSMANG}} provides several capabilities to facilitate the design and sharing of Data Entry Form templates. Information managers can save Data Entry Form templates to the file system in .FFML format. The templates can be exchanged with other confusing navigational concepts—can then {{IMSMANG}} users or Mine Action Programmes. ===Questionnaire vs Data Entry Form===__NOEDITSECTION__A questionnaire is designed for to be printed on '''paper''' and to be filled in by '''hand''' by an interviewer while conducting the interview in the field. The Data Entry Form templates are built to be filled in using {{IMSMANG}} and used /or IMSMA Remote Entry. Questionnaires and Data Entry Form templates will have '''different''' layouts and elements. * Questionnaires look like Data Entry Form templates but when data entry is done in {{IMSMANG}} the information updates more than one item e.g. Land, Accident and Victim. * Country Structure information would need to be included on the Questionnaires but will '''not''' be included on Data Entry Form templates since in {{IMSMANG}} that will be obtained by assigning to a Location. * Questionnaires contain information that in {{IMSMANG}} are links between objects e.g. Accident ID on Victim Questionnaire. * Questionnaire should have all alternatives as single select but Data Entry Form templates may have combobox. * Questionnaires do not have alternatives like ''Not specified'' but Data Entry Form templates do. * Questionnaires may have alternatives in chronological order because that is better for interviewer. Data Entry Form templates may have alphabetical order because easier for data collectionData entry staff.

Because the design process is critical to the proper functioning of the information management system* Questionnaires have instructions like ''If No, {{IMSMANG}} provides several capabilities to facilitate the design and sharing of Data Entry Form templates. Information managers can save drafts to the file system prior to publishing. These drafts stored in .FFML format can then be exchanged with other {{IMSMANG}} users or {{IMSMANG}} systems and be used to design other templates so information managers do not have go to start with a blank templatequestion 14''.

{{note|* After creating Data Entry Form templates in {{IMSMANG}}, it is Questionnaires are recommended to use another application be translated to build the same forms for handwritten language(s) that will be used during data collection in the field. The templates are built to accommodate typewritten data which requires less space than handwritten data. Using templates to record data in the field may impose limitations on the amount or extent of information collected.* When a general layout and design is determined for a programme’s Data Entry Form templates, it is a good idea to save an .FFML file to the file system so it can be used as the basis for designing the rest of the programme’s templates. This should be done prior to adding itemare often mono-specific data to the templateor bilingual.}}

{{noteNote| To add, change, deactivate, * It is recommended to use another software (e.g. Word or publish a iReport) to build the Questionnaires. * Using printed Data Entry Form template, you must have access templates to record data with pen in the field may impose limitations on the Form Template Design permissionamount or extent of information collected.}}

[[Image:AdminGuide_ProcessForPreparingReportTemplate.png|center|500px800px|''Process for Preparing and Maintaining Data Entry Form Templates'']]

The figure above shows how Data Entry Form templates are prepared and maintained. Using the Data Entry Form Template Designer, information managers build templates from the data elements in the Data Inventory Manager. The templates become the data entry screens for Data Entry Forms. Information managers can design as many or as few templates as they desire, and they can save drafts or publish the templates as needed.

When a template is completed and ready to be used for data entry, information managers publish the template for use by data entry personnel. (Only published templates can be used for data entry.) Data entry clerks personnel can choose the published template to enter data on, which, when approved in the system, permanently preserves the informationresult is shown in [[Summary Window | Summary Windows]]. The Summary windows are also fully customisable using the [[Designing Summary Templates | Summary Manger]]. So, information managers can define not only the Data Entry Form templates but also the format the information is displayed in when the data is approved.

Information managers can also remove inactivate templates and/or deactivate delete templates that have never been used so they are no longer available for data entry, a capability that is particularly useful when older versions of a template needs to be replaced. In order to avoid confusion on which template that should be used for data entry it is strongly recommended to inactive old versions.

Several important principles of template design assist information managers in building effective templates. These include using # use only data elements for from one item per template, creating ; # if the data collection for different types of an item is very different then it is recommended to create more than one template for each step of the workflow, including standard item (e.g. Non Technical Survey and Completion Report); # include the '''minimum''' recommended data elements on all templates:# Form ID,:# Item ID,:# Date of Information,:# Status of item (e.g. Open, allowing only cosmetic changes to text labelsCompleted, Deceased/Alive), removing unnecessary elements from templates Status changed date and using the text tool for Status changed reason,:# Item Type (e.g. SHA, Completion Report, Demining Accident),# set important fields as required;# add guidance, instructions and versioning. Following these principles, information managers can achieve page numbers to the correct balance of usability and data quality necessary for a well functioning programmetemplates.

===Do Not Duplicate Data Elements in the Same Template===__NOEDITSECTION__IMSMA does not allow you to drag the same element to a template twice. For exampleFollowing these principles, if information managers can achieve the template you are designing already includes the ''Type correct balance of Accident'' widget on page one, you cannot add it again to page one, or even to page two of the templateusability and data quality necessary for a well functioning Mine Action Programme.

[[Image:AddingSameElementTwice.png|center|600px|''Adding It is important to evaluate/test the content of the Same Element Twice'']]template in order to avoid confusion such as<div align="center">* questions/options that data collection staff or respondents do not understand or which are subject to different interpretations''Adding the Same Element Twice''* redundant or unnecessary questions/options<* how to better word questions/div> options.

While the Data Entry Form Template Designer allows information managers to include data elements from more than one item on a single template (for example, land Land data elements and activity Activity data elements), it is '''strongly''' recommended to have data elements from only one item per template. Limiting the type of information collected on each template reduces the complexity of the reconciliation and approval process and helps ensure data quality and integrity. If a programme, for example, wants to use a general survey that collects information about land areas, activities and accidents, it is advisable to consider creating three independent general survey templates–General Survey-Land, General Survey-Activity and General Survey-Accidents–rather than creating one comprehensive template for all aspects of the general survey. Additionally, although a useful data element may exist for one item, avoid taking shortcuts and using that data element on a template for another item. Instead, consider creating a CDF for the second item rather than mixing and matching data elements from other items.

===Create More Than One Template for Each Step of a Workflowan Item===__NOEDITSECTION__As discussed above, each if the different types of an item are very different one template should be reserved for one purpose created per type in order to reduce the complexity and length of the template. In addition to using data elements for one item per template, information mangers should create one template for each item subcategory in a workflow. For example, an activity workflow the Activity item could include separate templates for the different itemsNon Technical Survey, including a CHA and minefieldTechnical Survey, and activities such as a technical surveyProgress Report, clearanceCompletion Report, progress report Handover Certificate and completion surveyPost Clearance Survey.

While several of the templates may share similarities (for For example, CHA and SHA), a separate template for each workflow step allows information managers to customise if the templates to include only difference between the information necessary for that step in the workflow. For example, all different two types of the Land Classification values except for “SHA” could be removed from the , SHA templateand CHA, whereas all of the values except “CHA” could be removed from the CHA templateis e.g. This example two data elements there is shown in the figure belowno need to create a separate template for them.

[[Image:AdminGuide_IncludeRelevantInfoOnly.png|center|500px|''Example of How to Limit Templates to Include Relevant nformation OnlyPrevent Data Entry Mistakes'']]

''Example of How to Limit Templates to Include Relevant Information OnlyPrevent Data Entry Mistakes''

If the information manager decides to create more than one template for an item it is important to prevent users to make mistakes / wrong combination at data entry / data collection. Information managers should could also consider creating a minimal information ''administration'' template designed to update the type and/or status of each item when administrative changes to items may be required. For example, in a typical land release workflow, when a completion survey may be progress report (Activity) is submitted that creates the linked Land should change status from ''Open'' to ''Worked On''. In most Mine Action Programmes the operator will not submit an activity to mark updating Land nor will the end Operations section of clearance operations the NMAA issues a PM on a landthat the status of the Land should be changed. In this case, it It is necessary considered as an IM administrative action to update change the status of the land from “Worked On” and therefore the information manager may find it useful to “Closed.” By using a design an ''administrative'' Data Entry Form template with only a handful of few fields for status updates (like Local ID, Date of Information and Statethe '''minimum''' recommended), an information manager can hence ensure that all items steps of a customised Land Release workflow are updated reflected properly and with minimal effortin the {{IMSMANG}} database.

===Include Standard the '''Minimum''' Recommended Data Elements on All all Templates===__NOEDITSECTION__Some As discussed above, some data elements should always appear on Data Entry Form templates to preserve data integrity , searchability and searchabilityreportability. These are considered to be the absolute minimum that should be included on all Data Entry Form templates. By standardising these increasing minimum required data elements, information managers ensure high data quality and that the elements at a minimum can data the Mine Action Programme consider to be used to find data within valuable are collected and stored in {{IMSMANG}}.

| align="center" colspan="2" | '''Standard Minimum Recommended Data Elements'''|-| width="200pt" | '''Data Element'''| width="400pt" | '''Rationale'''

| width="300pt" Form ID | '''(Data Entry) Form ID should be a unique identifier for each Data Entry Form which facilitates searching for and displaying Data Element'''| width="300pt" | '''Rationale'''Entry Forms in the Workbench

| align="left" Item ID | Date of Information || align="left" | A data element used in summary calculations Item ID should be a unique identifier for each item e.g. Land which clearly identifies the item and for also facilitates searching for Data Entry Forms by the date they were createdthem

| align="left" Date of Information | Form ID || align="left" | A local ID that provides a unique identifier Date of Information is used in the calculation / creation of the Summary and it stands for searching for and displaying how old is the information in the Data Entry Forms in Form (which may '''not''' be the same as the date reported to the NMAA nor the Workbenchsame date as entered into {{IMSMANG}})

| align="left" Status, Status changed Date & Status changed reason| Item ID (for example, These three facilitates reporting on e.g. how many Land ID) || align="left" | A local ID that provides a unique identifier for searching for were closed in year X and displaying Data Entry Form items in listsreason they became closed

| align="left" Type of item| Geographical Reference || align="left" | A table for adding geospatial information about Data Entry Form items for displaying the items Facilitates also reporting on the mape.g. how many SHA and CHA there is.

{{Note | ''Date of Information'' and ''Form ID'' are vital for the function of {{IMSMANG}} and should always be filled in. The easiest way to ensure that is to included them as '''required''' fields in all Date Entry Form templates.}} The table below lists other useful data elements to include on data entry forms. Most of the data elements are predefined in the Data Inventory Manager.

{| class="wikitable" width="650600"|-| align="center" colspan="2" | '''Other Useful Data Elements'''|-| width="200pt" | '''Data Element''' | width="400pt" | '''Rationale/Example'''|-| Area size| How big is the contamination? How much is cleared with which method/asset?

| align="center" colspan="4" Date| '''Other Useful Data Elements'''Date of Accident, Start Date & End Date of Activities

| width="125pt" | '''Item''' | width="200pt" | '''Data Element'''| width="125pt" | '''Item'''Geographical Reference| width="200pt" | '''Data Element'''Without any geospatial information about an item, it is difficult to plan actions and impossible to display the items on a map

| align="left" | Land || align="left" | Land Classification,OrdnanceStatus,Area Size,Priority | align="left" | Victim || align="left" | First Name,Last Name,Gender,Age,Date of Birth,Killed/Injured,Victim TypeWhich asset to use? Which IHL to report to?

| align="left" | Activity || align="left" | Name,Start Date,End Date,Type of Activity,Organisation,Status,Hours Spent,Size of Area| align="left" | Education/Education Detail|| align="left" | Start Date,End Date,Organisation,Education ID,Education Type(Education Detail), % Male(Education Detail), % Female(Education Detail),Audience(Education Detail),Audience Age Info(Education Detail)It gives higher credibility to information if it is known which organization reported it and it also makes it possible to follow up and produce output per organization.

| align="left" | Accident |Sex and Age Disaggregated Data (SADD)| align="left" | Date The needs of Accident,Accident Type| align="left" | QM || align="left" | Start Date,End Date,Organisation,ResultsVictims are quite different depending on sex and age. The Education message and he needs/priorities for beneficiaries are also depending on sex and age.

Like the Data Inventory Manager, the Data Entry Form Template Designer provides the capability to modify the text of existing data elements. This includes creating and editing labels, changing fonts and sizes and editing pick list values. This functionality can be used to ensure templates are laid out correctly and represent a programme’s Mine Action Programme’s data needs. Using this functionality in the Data Entry Form Template Designer, however, should be limited to performing cosmetic changes only, and should not be used to change the meaning or substance of a text element. Cosmetic changes include:

* Correcting misspellings “Anml” to “Animal”* Translating terms “Mines to “Minas”Make labels bilingual “Minas / Mines“

===Remove Unnecessary Elements from Data Entry Form TemplatesUse the Text Tool for Instructions and Page number===__NOEDITSECTION__By removing unnecessary or invalid choices from formsUsing the Text Tool in the Data Entry Form Template Designer, information managers can improve the quality add text to data entry forms independently of other data collected and entered into {{IMSMANG}}elements. For example, if a form is designed This allows information managers to add additional instructions to be a Minefield form, then there is no need Data Entry Form templates to keep other possible values for help improve the “Land Classification ” that are not “Minefieldquality of data entry.” In this case, values These instructions can include simple statements such as “SHA” and “Other” can be removed from “Choose only one” or longer sentences e.g. “If the formaccident happened before January 2010, leaving “Minefield” as enter the only possible choicefollowing.. This helps improve data quality while reducing the size and complexity of data entry forms.”

===Use the Text Tool for Instructions and Versioning===__NOEDITSECTION__Using the Text Tool in the Data Entry Form Template Designer, information managers can add text to data entry forms independently of other data elements. This allows information managers It is also useful to add additional instructions page number to the Data Entry Form templates to help improve the quality of data entrytemplate. These instructions can include simple statements such as “Choose only one” or longer sentences such as “If the reported date occurs before January 2010, enter the following [[Image:Instructions DEF...” The Data Entry Form Template Designer even supports paragraphs or lists png|center|500px|''Example of Instructions'']]<div align="center">''Example of instructions as needed.Instructions''</div>

Additionally, information managers should include versioning information on ===Not Possible to Use the same Data Entry Form templates. By creating Element Twice in a simple versioning system and displaying Template===__NOEDITSECTION__{{IMSMANG}} does not allow you to drag the version number on same element to a template twice. For example, if the template (as shown below)you are designing already includes the ''Type of Accident'', you cannot add it is easy again to determine whether information is being entered on the current version of the template or a previous version.

[[Image:AdminGuide_VersionNumberFieldReportTemplateAddingSameElementTwiceAlternateMessage.png|center|500px600px|''Example of a Version Number on a Data Entry Form TemplateAdding the Same Element Twice'']]

''Example of a Version Number on a Data Entry Form TemplateAdding the Same Element Twice''

[[Image:Publish template version number.png|center|300px]] When the Data Entry Form templates are designed, information managers can publish them for use. The publication process includes choosing an organisation that the template belongs to and providing a version number. It is good practice to include more in the version number than template version. In the above image there are three parts:# {{IMSMANG}} version it is designed with and for# date it is published# version of the template itself. When an individual template is designed to support the needs of a specific organisation, information managers can select the organisation as the owner of the template. For example, if organisation XYZ uses a specific template to collect information, the template can be assigned to XYZ when it is published. Another reason for making organization specific templates is to include the logotype of the organization in the page header. Note that setting the owner of the template does not restrict data entry personnel from using the template. The template that is published and assigned to XYZ is accessible to all {{IMSMANG}} users, not just XYZ personnel. Also, if If a template is for general use or not designed to support a specific organisation, the owner of the template can be set to “IMSMA” or any other organisation created in {{IMSMANG}}the NMAA.

To ensure the most recent and useful templates are available for data entry, information managers should periodically review the status of the published templates and deactivate or delete any draft templates no longer needed. If a template has already been used to enter data into {{IMSMANG}}, the template cannot be deleted from the system. But, information managers can deactivate the template so it cannot be used for data entry. It is possible to [[Switch Templates that have not already been used can be deleted| switch]] templates later if deemed necessary.

[[Image:AdminGuide_MultilingualFieldReportTemplate.png|center|500px600px|''Example of a Multilingual Data Entry Form Template'']]

An alternative approach to template design is to create a separate version of the same template for each language. Benefits of this approach include reduced form size since each piece of text is only represented once and simplified template creation since users can change their locale settings and begin designing templates that take advantage of the translations already provided in {{IMSMANG}}.

{{Note| Remember that socio-economic data such as number of beneficiaries needs to be kept up-to-date if the data should be useful for prioritisation and/or impact analysis.}} {{NavBox Getting started with IMSMANG Administration}}

[[Category:ELRNAA]]