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 Window| Access the Field Report Template Designer Window]]|[[HowTo:Change the Page Orientation, Margins, or Paper Size | Change the Page Orientation, Margins, or Paper Size]]|[[HowTo:Change an Existing Field Report Template | Change an Existing Field Report Template]]|[[HowTo:Add Report Elements to 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 Template]]|[[HowTo: Add a Scribe Panel to the Field Report Template | 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 Data Entry Form Elements Templates| Align Data Entry Form Elements]]|[[HowTo: Remove Selected Elements from 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 Template]]|[[HowTo:Republish Existing Field Report Templates|Republish Existing Field Report Templates]]|[[HowTo:Access and Use the Field Report Data Entry Form Template Desginer Designer Window|Access and Use the Field Report Data Entry Form Template Desginer Designer Window]]|[[HowTo:Access and Use the Published Template List|Access and Use the Published Template List]]|[[HowTo:Share Field Report Templates|Share Field Report Templates]]|[[HowTo:Reconcile Custom Defined Fields When Publishing a Field Report|Reconcile Custom Defined Fields When Publishing a Field Report]]

==Design Concept==The Field Report Template Designer is a “what–you-see-is-what-you-get” (WYSIWYG) application for creating data entry forms in IMSMANG. With its drag-and-drop capability, the Field Report Template Designer lets * Country Structure information managers select from all of would need to be included on the data elements available Questionnaires but will '''not''' be included on Data Entry Form templates since in the Data Inventory Manager and position them on a template. Information managers can create wholly new data collection forms and forms {{IMSMANG}} that mimic existing paper forms using only the data elements that are valuable will be obtained by assigning to their programme’s workflow. The resulting, streamlined templates—free from tabs and other confusing navigational concepts—can then be printed and used for data collectiona Location.

Because the design process is critical to the proper functioning of the * Questionnaires contain information management system, that in {{IMSMANG provides several capabilities to facilitate the design and sharing of field report templates}} are links between objects e. Information managers can save drafts to the file system prior to publishing. These drafts stored in g.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 to start with a blank templateAccident 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}}

{{note| To add, change, deactivate, or publish a field report template, you must * Questionnaires do not have access to the alternatives like ''Not specified'' but Data Entry Form Template Design permission}} templates do.

Field report templates are the data entry forms * Questionnaires may have alternatives in chronological order because that are available from the Field Report Template Selection window and are what you use to add a field report to IMSMAis better for interviewer. IMSMA includes default form Data Entry Form templates may have alphabetical order because easier for accident and victim, hazard, hazard reduction, location, MRE, and QC. If the default form templates do not include the information you need on the field report or are in a format that is different from what you need, you can create and publish a new field report templateData entry staff.

There are several steps to creating a field report template:1. Determine the layout of the field report template. This includes the field report template’s paper size, paper orientation, and margin sizes. 2. Add report data fields to the field report template. Report data fields include Date of Report, Report ID, and Reported By. 3. Add item attributes for which you would * Questionnaires have instructions like to capture data to the field report template. You can also add images, lines, text areas, and scribe panels to the field report template.4. Arrange the elements on the field report template. You can change the data element labels, move the data elements''If No, and align the elements. 5. Save the field report template so that you can access it later go to make additional changes. 6. Publish the field report template so that users can access the templatequestion 14''.

You can repeat these steps as necessary if you find * Questionnaires are recommended to be translated to the language(s) that the field report template needs to will be updatedused during data collection and Data Entry Form templates are often mono- or bilingual.

===How {{Note|* It Works=== Figure 18is recommended to use another software (e. Process for Preparing and Maintaining Field Report TemplatesThe figure above shows how field report templates are prepared and maintainedg. Using the Field Report Template Designer, information managers Word or iReport) to build templates from the data elements in the Data Inventory Manager. The 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 neededQuestionnaires. 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 * Using printed Data Entry Form templates can be used for data entry.) Data entry clerks can choose the published template to enter record data on, which, when approved with pen in the system, permanently preserves the information. So, information managers can define not only the field report templates but also the format may impose limitations on the amount or extent of information is displayed in when the data is approvedcollected. }}

Several important principles of template design assist information managers in building effective templates[[Image:AdminGuide_ProcessForPreparingReportTemplate. These include using data elements png|center|800px|''Process for one item per template, creating one template for each step of the workflow, including standard data elements on all templates, allowing only cosmetic changes to text labels, removing unnecessary elements from templates Preparing and using the text tool Maintaining Data Entry Form Templates'']]<div align="center">''Process for instructions Preparing and versioning. Following these principles, information managers can achieve the correct balance of usability and data quality necessary for a well functioning programme.Maintaining Data Entry Form Templates''</div>

===Use The figure above shows how Data Elements for One Item Per Template===While Entry Form templates are prepared and maintained. Using the Field Report Data Entry Form Template Designer allows , information managers to include build templates from the data elements from more than one item on 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 single template (is completed and ready to be used for exampledata entry, hazard information managers publish the template for use by data elements and hazard reduction entry personnel. (Only published templates can be used for data elementsentry.)Data entry personnel can choose the published template to enter data on, which, it when approved in the system, the result is recommended to have data elements from only one item per templateshown in [[Summary Window | Summary Windows]]. Limiting The Summary windows are also fully customisable using the type of [[Designing Summary Templates | Summary Manger]]. So, information collected on each template reduces managers can define not only the Data Entry Form templates but also the complexity of format 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 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 Survey-Accidents–rather than creating one comprehensive template for all aspects of displayed in when the general surveydata is approved.

AdditionallyInformation managers can also inactivate templates and/or delete templates that have never been used so they are no longer available for data entry, although a capability that is particularly useful data element may exist for one item, when older versions of a template needs to be replaced. In order to avoid taking shortcuts and using that data element confusion on a which template that should be used for another item. Instead, consider creating a CDF for the second item rather than mixing and matching data elements from other itemsentry it is strongly recommended to inactive old versions.

===Create One Template for Each Step Several important principles of a Workflow===As discussed above, each template should be reserved for one purpose to reduce the complexity and length of the templatedesign assist information managers in building effective templates. In addition to using These include # use only data elements for from one item per template, information mangers should ; # 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 the item subcategory in a workflow(e.g. For example, a hazard reduction workflow could Non Technical Survey and Completion Report); # include separate the '''minimum''' recommended data elements on all templates for the different items:# Form ID,:# Item ID,:# Date of Information,:# Status of item (e.g. Open, Completed, Deceased/Alive), including a CHA Status changed date and minefieldStatus changed reason,:# Item Type (e.g. SHA, and activitiesCompletion Report, including a technical surveyDemining Accident), clearance# set important fields as required;# add guidance, progress report instructions and completion surveypage numbers to the templates.

While several of the templates may share similarities (for example, CHA and minefield)Following these principles, a separate template for each workflow step allows information managers to customise can achieve the templates to include only the information correct balance of usability and data quality necessary for that step in the workflow. For example, all of the a well functioning 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 belowProgramme.

Figure 19. Example of How to Limit Templates to Include Relevant Information OnlyInformation managers should also consider creating a template designed to update the status of each item when administrative changes to items may be required. For example, in a typical hazard workflow, a completion survey may be submitted that creates a hazard reduction to mark the end of clearance operations on a hazard. In this case, it It is necessary important to update evaluate/test the status content of the hazard from “Worked On” template in order to “Closed.” By using a template with only a handful of fields for status updates (like Local ID, Date of Report and State), an information manager can ensure avoid confusion such as* questions/options that all items of a customised workflow data collection staff or respondents do not understand or which are updated properly and with minimal effortsubject to different interpretations* redundant or unnecessary questions/options* how to better word questions/options.

===Include Standard Use Data Elements on All Templatesfor One Item Per Template===__NOEDITSECTION__Some While the Data Entry Form Template Designer allows information managers to include data elements should always appear from more than one item on field report templates to preserve a single template (for example, Land data integrity elements and searchability. By standardising these Activity data elements), it is '''strongly''' recommended to have data elements from only one item per template. Limiting the type of information managers collected on each template reduces the complexity of the reconciliation and approval process and helps ensure that the elements at a minimum can be used to find data within IMSMANGquality and integrity.

Table 9===Create More Than One Template for an Item===__NOEDITSECTION__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 template. For example, the Activity item could include separate templates for Non Technical Survey, Technical Survey, Progress Report, Completion Report, Handover Certificate and Post Clearance Survey. Standard Data Elements

Data Element RationaleDate For example, if the only difference between the different two types of Report A Land, SHA and CHA, is e.g. two data element used in current view calculations and elements there is no need to create a separate template for searching for field reports by the date they were createdthem.

Item ID (If the information manager decides to create more than one template for example, Hazard ID) A local ID that provides a unique identifier for searching for and displaying field report items in listsan item it is important to prevent users to make mistakes / wrong combination at data entry / data collection.

Geographical Reference A table for adding geospatial Information managers could also consider creating a minimal information about field ''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 items (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 displaying status updates (like the items on '''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 map{{IMSMANG}} database.

The table below lists other useful data elements to include on data entry forms<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. Most Land which clearly identifies the item and also facilitates searching for them |-| Date of Information | Date of Information is used in the data elements are predefined calculation / creation of the Summary and it stands for how old is the information in the Data Inventory ManagerEntry 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>

Table 10{{Note | ''Date of Information'' and ''Form ID'' are vital for the function of {{IMSMANG}} and should always be filled in. Other Useful Data ElementsThe easiest way to ensure that is to included them as '''required''' fields in all Date Entry Form templates.}}

Hazard Reduction Name<center>Start Date{| class="wikitable" width="600"End Date|-Type of Activity| align="center" colspan="2" | '''Other Useful Data Elements'''Organisation|-Status| width="200pt" | '''Data Element''' Ordnance Found| width="400pt" | '''Rationale/Example'''Hours Spent|-Size of | Areasize MRE | How big is the contamination? How much is cleared with which method/asset?|-| Date| Date of Accident, Start Date& End Dateof ActivitiesOrganisation|-[MRE Detail ID| Geographical ReferenceMRE Type| Without any geospatial information about an item, it is difficult to plan actions and impossible to display the items on a map% Male|-% Female| OrdnanceAudience Number| Which asset to use? Which IHL to report to?Audience Age Info|-| Organisation Accident Date of Accident| 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.Accident Type|- QM Start Date| Sex and Age Disaggregated Data (SADD)End Date| 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.Organisation|}Results</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}}