Changes

After the {{TOC right}}{{Note | To add, change, deactivate, or publish a Data Inventory Manager is customized to include all the necessary elements for data collectionEntry Form template, the next step is your {{IMSMANG}} user account must belong to create field report templatesa User Role that has permission ''Form Template Design''. The Field Report Template Designer provides the capability for information managers to create customised field report templates for use with Contact your {{IMSMANG}} Administrator if you have questions on permissions. The primary purposes of this tool are to:}}

1After 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 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: <ol><li>Pick which data elements to collect for a programmeMine Action Programme</li>2. <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></ol> {{Note| All objects on the Data Entry Form template are considered ''elements''. Elements include, but are not limited to, dates, images, labels, lines, option values, tables, text areas, and text fields.}}

|[[HowTo:Access the Field Report Template Designer WindowData Entry Form Templates| Access the Field Report Template Designer WindowData Entry Form Templates]]|[[HowTo:Change Access the Page Orientation, Margins, or Paper Size | Change the Page Orientation, Margins, or Paper Size]]|[[HowTo:Change an Existing Field Report Data Entry Form Template Designer Window| Change an Existing Field Report Template]]|[[HowTo:Add Report Elements to Access the Design Pane|Add Report Elements to the Design Pane]]|[[HowTo:Add Item Attributes to the Design Pane|Add Item Attributes to the Design Pane]]|[[HowTo:Add Subobject Custom Defined Fields to the Design Pane | Add Subobject Custom Defined Fields to the Design Pane]]|[[HowTo: Edit Single Select Lists on the Design Pane | Edit Single Select Lists on the Design Pane]]|[[HowTo: Add Required Fields on the Design Pane | Add Required Fields on the Design Pane]]|[[HowTo: Add Text to the Field Report Template | Add Text to the Field Report Data Entry Form TemplateDesigner Window]]|[[HowTo: Add a Scribe Panel to Access and Use the Field Report Published Template List| Add a Scribe Panel to the Field Report Template]]|[[HowTo: Add a Line to the Field Report Template | HowTo Add a Line to the Field Report Template]]|[[HowTo: Select Elements within the Design Pane | Select Elements within the Design Pane]]|[[HowTo: Select Elements from the Logical Tree | Select Elements from the Logical Tree]]|[[HowTo: Move Elements within the Design Pane |Move Elements within the Design Pane]]|[[HowTo: Determine the Associated Item Record of an Item Attribute | Determine the Associated Item Record of an Item Attribute]]|[[HowTo: Move Item Attributes to Another Item Record | Move Item Attributes to Another Item Record]]|[[HowTo: Align Form Elements | Align Form Elements]]|[[HowTo: Remove Selected Elements from Access and Use the Field Report | Remove Selected Elements from the Field Report]]|[[HowTo: Change Element Display Properties | Change Element Display Properties]]|[[HowTo: Apply a Local ID Type to an Object ID Data Element | Apply a Local ID Type to an Object ID Data Element]]|[[HowTo: Save a Field Report Template | Save a Field Report Template]]|[[HowTo: Preview a Field Report Template | Preview a Field Report Template]]|[[HowTo: Publish a Field Report Template | Publish a Field Report Published TemplateList]]

==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 new Data Entry Form templates from or adjust Data Entry 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 Information Management system, {{IMSMANG }} provides several capabilities to facilitate the design and sharing of field report Data Entry Form templates. Information managers can save drafts Data Entry Form templates to the file system prior to publishing. These drafts stored in .FFML format . The templates can then be exchanged with other {{IMSMANG }} users or IMSMANG systems Mine Action Programmes. ===Questionnaire vs Data Entry Form===__NOEDITSECTION__A questionnaire is designed for to be printed on '''paper''' and to be used filled in by '''hand''' by an interviewer while conducting the interview in the field. The Data Entry Form templates are built to design other 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 so but when data entry is done in {{IMSMANG}} the information managers do 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 have ''' be included on Data Entry Form templates since in {{IMSMANG}} that will be obtained by assigning to start with a blank templateLocation. * Questionnaires contain information that in {{IMSMANG}} are links between objects e.g. Accident ID on Victim Questionnaire.

{{note|* After creating field report templates in IMSMANG, it is recommended to use another application to build the same forms for handwritten data collection in the field. The Questionnaire should have all alternatives as single select but Data Entry Form 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 collectedhave combobox.* When a general layout and design is determined for a programme’s field report 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 item-specific data to the template}}

===How It Works=== Figure 18. Process for Preparing and Maintaining Field Report TemplatesThe figure above shows how field report templates are prepared and maintained. Using the Field Report Template Designer, information managers build templates from the data elements in the * Questionnaires do not have alternatives like ''Not specified'' but Data Inventory Manager. The Entry Form templates become the data entry screens for field reports. 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 can choose the published template to enter data on, which, when approved in the system, permanently preserves the information. So, information managers can define not only the field report templates but also the format the information is displayed in when the data is approveddo.

Information managers can also remove or deactivate * Questionnaires may have alternatives in chronological order because that is better for interviewer. Data Entry Form templates so they are no longer available may have alphabetical order because easier for data Data entry, a capability that is particularly useful when older versions of a template needs to be replacedstaff.

Several important principles of template design assist information managers in building effective templates. These include using data elements for one item per template, creating one template for each step of the workflow, including standard data elements on all templates* Questionnaires have instructions like ''If No, allowing only cosmetic changes go to text labels, removing unnecessary elements from templates and using the text tool for instructions and versioning. Following these principles, information managers can achieve the correct balance of usability and data quality necessary for a well functioning programmequestion 14''.

===Use Data Elements for One Item Per Template===While * Questionnaires are recommended to be translated to the Field Report Template Designer allows information managers to include data elements from more than one item on a single template language(for example, hazard data elements and hazard reduction data elementss), it is recommended to have that will be used during data elements from only one item per template. Limiting the type of information collected on each template reduces the complexity of the reconciliation collection 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 hazards, hazard reduction activities and accidents, it is advisable to consider creating three independent general survey templates–General Survey-Hazard, General Survey-Hazard Reduction and General SurveyData Entry Form templates are often mono-Accidents–rather than creating one comprehensive template for all aspects of the general surveyor bilingual.

Additionally, although a useful {{Note|* It is recommended to use another software (e.g. Word or iReport) to build the Questionnaires. * Using printed Data Entry Form templates to record data element with pen in the field may exist for one item, avoid taking shortcuts and using that data element impose limitations on a template for another item. Instead, consider creating a CDF for the second item rather than mixing and matching data elements from other itemsamount or extent of information collected.}}

===Create One Template for Each Step of a WorkflowHow It Works===As discussed above, each template should be reserved for one purpose 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, a hazard reduction workflow could include separate templates for the different items, including a CHA and minefield, and activities, including a technical survey, clearance, progress report and completion survey.__NOEDITSECTION__

While several of the templates may share similarities ([[Image:AdminGuide_ProcessForPreparingReportTemplate.png|center|800px|''Process for example, CHA Preparing and minefield), a separate template Maintaining Data Entry Form Templates'']]<div align="center">''Process for each workflow step allows information managers to customise the templates to include only the information necessary for that step in the workflow. For example, all of the Mine Action Area Type values except for “Suspected Hazardous Area” could be removed from the CHA template, whereas all of the values except “Minefield” could be removed from the minefield template. This example is shown in the figure below.Preparing and Maintaining Data Entry Form Templates''</div>

Figure 19. Example of How to Limit Templates to Include Relevant Information OnlyInformation managers should also consider creating When a template designed is completed and ready to update be used for data entry, information managers publish the status of each item when administrative changes to items may template for use by data entry personnel. (Only published templates can be requiredused for data entry. For example) Data entry personnel can choose the published template to enter data on, which, when approved in a typical hazard workflowthe system, a completion survey may be submitted that creates a hazard reduction to mark the end of clearance operations on a hazardresult is shown in [[Summary Window | Summary Windows]]. In this case, it is necessary to update The Summary windows are also fully customisable using the status of the hazard from “Worked On” to “Closed[[Designing Summary Templates | Summary Manger]].” By using a template with only a handful of fields for status updates (like Local IDSo, Date of Report and State), an information manager managers can ensure that all items of a customised workflow are updated properly and with minimal effortdefine not only the Data Entry Form templates but also the format the information is displayed in when the data is approved.

===Include Standard Data Elements on All Templates===Some data elements should always appear on field report Information managers can also inactivate templates to preserve data integrity and searchability. By standardising these /or delete templates that have never been used so they are no longer available for data elementsentry, information managers ensure a capability that the elements at is particularly useful when older versions of a minimum can 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 find data within IMSMANGinactive old versions.

Table 9Several important principles of template design assist information managers in building effective templates. These include # 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 '''minimum''' recommended data elements on all templates:# Form ID,:# Item ID,:# Date of Information,:# Status of item (e.g. Open, Completed, Deceased/Alive), Status changed date and Status changed reason,:# Item Type (e.g. SHA, Completion Report, Demining Accident),# set important fields as required;# add guidance, instructions and page numbers to the templates. Standard Data Elements

Data Element RationaleDate Following these principles, information managers can achieve the correct balance of Report A usability and data element used in current view calculations and quality necessary for searching for field reports by the date they were createda well functioning Mine Action Programme.

Report IDIt is important to evaluate/test the content of the template in order to avoid confusion such as A local ID * questions/options that provides a unique identifier for searching for and displaying field reports in the Workbenchdata 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 ID Per Template===__NOEDITSECTION__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, Hazard IDLand data elements and Activity data elements) A local ID that provides a unique identifier for searching for , 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 displaying field report items in listsintegrity.

Geographical Reference===Create More Than One Template for an Item===__NOEDITSECTION__ A table for adding geospatial information about field report items for displaying As discussed above, if the different types of an item are very different one template should be created per type in order to reduce the complexity and length of the items on template. For example, the mapActivity item could include separate templates for Non Technical Survey, Technical Survey, Progress Report, Completion Report, Handover Certificate and Post Clearance Survey.

The table below lists other useful data elements [[Image:AdminGuide_IncludeRelevantInfoOnly.png|center|500px|''Example of How to include on data entry forms. Most Prevent Data Entry Mistakes'']]<div align="center">''Example of the data elements are predefined in the How to Prevent Data Inventory Manager.Entry Mistakes''</div>

Table 10If 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. Other Useful Data Elements

Item Data Element Item Data ElementHazard NameInformation 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 Area TypeStatusArea SizePriority Victim First NameLast NameGenderAgeDate Programmes the operator will not submit an updating Land nor will the Operations section of BirthKilled/InjuredVictim Typethe 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 '''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.

<center>{| class="wikitable" width="600"|-| align="center" colspan="2" | '''Minimum Recommended Data Elements'''|-| width="200pt" | '''Data Element'''| width="400pt" | '''Rationale'''|-| Form ID | (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 | 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 | 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|-| Type of item| Facilitates also reporting on e.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.  <center>{| class="wikitable" width="600"|-| 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?|-| Date| Date of Accident, Start Date & End Date of Activities|-| Geographical Reference| Without any geospatial information about an item, it is difficult to plan actions and impossible to display the items on a map|-| Ordnance| Which asset to use? Which IHL to report to?|-| Organisation | 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.|-| Sex and Age Disaggregated Data (SADD)| The 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> ===Make Cosmetic Text Changes Only in the Field Report Data Entry Form Template Designer===__NOEDITSECTION__Like the Data Inventory Manager, the Field Report 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 Field Report 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“

Using the text changing functionality in the Field Report Data Entry Form Template Designer to change the substance or meaning of a text label or value can cause serious confusion and data quality problems. Examples of problematic or dangerous substantive changes to text during template design include changing:

===Remove Unnecessary Elements from Field Report 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 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 collected and entered into IMSMANGentry. These instructions can include simple statements such as “Choose only one” or longer sentences e.g. For example“If the accident happened before January 2010, if a form enter the following...”  It is designed also useful to be add page number to the Data Entry Form template. [[Image:Instructions DEF.png|center|500px|''Example of Instructions'']]<div align="center">''Example of Instructions''</div>  ===Not Possible to Use the same Data Element Twice in a Minefield form, then there is no need Template===__NOEDITSECTION__{{IMSMANG}} does not allow you to keep other possible values for drag the “Mine Action Area Type” that are not “Minefieldsame element to a template twice.” In this caseFor example, values such as “SHA,” “Dangerous Area” and “Other” can be removed from if the template you are designing already includes the form''Type of Accident'', leaving “Minefield” as you cannot add it again to the only possible choice. This helps improve data quality while reducing the size and complexity of data entry formstemplate.

===Use [[Image:AddingSameElementTwiceAlternateMessage.png|center|600px|''Adding the Text Tool for Instructions and Versionning==Same Element Twice'']]<div align="center">Using ''Adding the Text Tool in the Field Report 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 field report 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 “If the reported date occurs before January 2010, enter the following...” The Field Report Template Designer even supports paragraphs or lists of instructions as needed.Same Element Twice''</div>

Additionally, information managers should include versioning information on field report templates. By creating a simple versioning system and displaying the ==Template Publishing==__NOEDITSECTION__[[Image:Publish template 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.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 publishedFigure 20# version of the template itself. Example of a Version Number on a Field Report Template

==Template Publishing==When the field report 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. 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 IMSMANGthe 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 field reportsData Entry Forms, however, are entered and displayed using the updated version of the template.

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.

==Translating Templates (Multilingual Environment)==__NOEDITSECTION__When running {{IMSMANG }} in a multilingual environment where different users run {{IMSMANG }} in different languages, information managers have two options for creating templates:

Either approach works successfully and gives users of multiple languages full access to {{IMSMANG }} data.

===Multilingual Templates===__NOEDITSECTION__

[[Image:AdminGuide_MultilingualFieldReportTemplate.png|center|600px|''Example of a Multilingual Data Entry Form Template'']]Figure 21. <div align="center">''Example of a Multilingual Field Report Data Entry Form Template''</div>  ===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}}