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{{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. }}
==Design Concept==__NOEDITSECTION__
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 Entry Forms Form templates from or adjust Data Entry Forms Form templates that were provided in the installation package as inspiration using only the data elements that are valuable to their Mine Action Programme’s workflows.
Because the design process is critical to the proper functioning of the Information Management system, {{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 {{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/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 entry staff.
* Questionnaires have instructions like ''If No, go to question 14''.
* Questionnaires are recommended to be translated to the language(s) that will be used during data collection and Data Entry Form templates are often mono- or bilingual.
{{Note|
* If necessary, it It is recommended to use another software (e.g. Word or iReport) to build the same forms for data collection with paper and penQuestionnaires. * The Data Entry Form templates are built to be filled in using {{IMSMANG}} and/or IMSMA Remote Entry. Using printed Data Entry Form templates to record data with pen in the field may impose limitations on the amount or extent of information collected.* Paper-based data collection forms (questionnaires) and {{IMSMANG}} Data Entry Form templates will have a different layout and elements. E.g. Country Structure information would need to be included on the questionnaires but will '''not''' be included on {{IMSMANG}} Data Entry Form templates since in {{IMSMANG}} that will be obtained by assigning to a Location.* Questionnaires are recommended to be translated to the language(s) that will be used during data collection and {{IMSMANG}} Data Entry Form templates are often mono- or bilingual.}}
===How It Works===__NOEDITSECTION__
[[Image:AdminGuide_ProcessForPreparingReportTemplate.png|center|600px800px|''Process for Preparing and Maintaining Data Entry Form Templates'']]
<div align="center">
''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. 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 personnel can choose the published template to enter data on, which, when approved in the system, the result 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 inactivate templates and/or 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.
# use only data elements from one item per template;
# if the data collection for different types of an item is very different then it is recommended to create more than one template for the item (e.g. Non Technical Survey and Completion Report);
# include the ''big five'minimum' '' recommended data elements on all templates
:# Form ID,
:# Item ID,
:# Item Type (e.g. SHA, Completion Report, Demining Accident),
# set important fields as required;
# add guidance, instructions and versioning page numbers to the templates.
Following these principles, information managers can achieve the correct balance of usability and data quality necessary for a well functioning Mine Action Programme.
It is important to evaluate/test the content of the template in order to avoid confusion such as
* questions/options that data collection staff or respondents do not understand or which are subject to different interpretations
* redundant or unnecessary questions/options
* how to better word questions/options.
===Use Data Elements for One Item Per Template===__NOEDITSECTION__
For example, if the only difference between the different two types of Land, SHA and CHA, is e.g. two data elements there is no need to create a separate template for them.
[[Image:AdminGuide_IncludeRelevantInfoOnlyXXXAdminGuide_IncludeRelevantInfoOnly.png|center|500px|''Example of How to Prevent Data Entry Mistakes'']]
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''Example of How to Prevent 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 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 land release workflow, when a progress report (Activity) is submitted the linked Land should change status from ''Open'' to ''Worked On''. In most Mine Action Programmes the operator will not submit an updating Land nor will the Operations section of the NMAA issues a PM on that the status of the Land should be changed. It is considered as an IM administrative action to change the status of the land and therefore the information manager may find it useful to design an ''administrative'' Data Entry Form template with only a few fields for status updates (like the ''big five'minimum''' recommended), an information manager can hence ensure that all steps of a Land Release workflow are reflected properly and with minimal effort in the {{IMSMANG}} database.
===Include the ''big five'Minimum' '' Recommended Data Elements on All all Templates===__NOEDITSECTION__
As discussed above, some data elements should always appear on Data Entry Form templates to preserve data integrity, searchability and reportability. These are considered to be the absolute minimum that should be included on all Data Entry Form templates.By increasing minimum required data elements, information managers ensure high data quality and that the data the Mine Action Programme consider to be valuable are collected and stored in {{IMSMANG}}.
{| class="wikitable" width="600"
|-
| align="center" colspan="2" | '''Standard Minimum Recommended Data Elements'''
|-
| width="200pt" | '''Data Element'''
|-
| Form ID
| The (Data Entry) Form ID should be a unique identifier for each Data Entry Form which facilitates searching for and displaying Data Entry Forms in the Workbench
|-
| Item ID
| A item Item ID should be a unique identifier for each item e.g. Land which clearly identifies the item and also facilitates searching for them
|-
| Date of Information
| A data element Date of Information is used in the calculation / creation of the Summary and it stands for how old is the information in the Data Entry Form (which may '''not''' be the same as the date reported to the NMAA nor the same date as entered into {{IMSMANG}})
|-
| Status, Status changed Date & Status changed reason
|These three facilitates reporting on e.g. how many Land were closed in year X and reason they became closed
|-
| Geographical Reference Type of item| 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.
|}
</center>
{{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.
<center>
{| class="wikitable" width="650600"
|-
| align="center" colspan="42" | '''Other Useful Data Elements'''
|-
| width="200pt" | '''ItemData Element''' | width="400pt" | '''Data ElementRationale/Example'''
|-
| LocationArea size|How big is the contamination? How much is cleared with which method/asset?
|-
| Land Date| Land ClassificationDate of Accident,Area Size,Priority Start Date & End Date of Activities
|-
| Activity Geographical Reference| NameWithout any geospatial information about an item,Start Date,End Date,Type of Activity,Organisation,Hours Spent,Size of Areait is difficult to plan actions and impossible to display the items on a map
|-
| Accident Ordnance| Date of Accident,Accident TypeWhich asset to use? Which IHL to report to?
|-
| Victim Organisation | First Name,Last Name,Gender,Age,Date of Birth,Killed/Injured,Victim TypeIt 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.
|-
| Assistance||-| Education/Education Detail| Start Date,End Date,Organisation,Education ID,Education Type(Education Detail),% Male(Education Detail),% Female(Education Detail),Audience(Education Detail),Audience Sex and Age InfoDisaggregated Data (Education DetailSADD)|-| QM | Start Date,End Date,Organisation,ResultsThe needs of Victims are quite different depending on sex and age. The Education message and he needs/priorities for beneficiaries are also depending on sex and age.
|}
</center>
Any substantive change to a data element should instead be made in the Data Inventory Manager, either by editing an existing data element or by creating a new CDF.
===Use the Text Tool for Instructions and VersioningPage number===__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 to add additional instructions to Data Entry Form templates to help improve the quality of data entry. These instructions can include simple statements such as “Choose only one” or longer sentences such as e.g. “If the reported date occurs accident happened before January 2010, enter the following...” Additionally, information managers should include versioning information on Data Entry Form templates. By creating a simple versioning system and displaying the version number on the template (as shown below), it is easy to determine whether information is being entered on the current version of the template or a previous version.
It is also useful to add page number to the Data Entry Form template.
[[Image:AdminGuide_VersionNumberFieldReportTemplateXXXInstructions DEF.png|center|500px|''Example of a Version Number on a Data Entry Form TemplateInstructions'']]
<div align="center">
''Example of a Version Number on a Data Entry Form TemplateInstructions''
</div>
==Template Publishing==__NOEDITSECTION__
[[Image:Publish template version number.png|center|300px]] When the Data Entry Form templates are designed, information managers 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. If a template is for general use, the owner of the template can be set to “IMSMA” or the NMAA.
When a template is published using the same name as another published template, {{IMSMANG}} automatically deactivates the previously published template. Note that this does not change the format of any data already entered into {{IMSMANG}} using the previously published template. {{IMSMANG}} preserves the integrity of data as it was entered. Subsequent Data Entry Forms, however, are entered and displayed using the updated version of the template.
===Multiple Versions of Each Template===__NOEDITSECTION__
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 IMSMA NG Administration}} [[Category:ELRNAA]]
