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 customized customised to include all the necessary elements for data collection, the next step is to create Data Entry Forms 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 IMSMA^NG{{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>

|[[HowTo:Access the Field Report Template Designer Window| Access the Data Entry Form Template Designer Window]]Templates|[[HowTo:Create a Field Report Template|Create a Data Entry Form TemplateTemplates]]|[[HowTo:Change the Page Orientation, Margins, or Paper Size|Change Access the Page Orientation, Margins, or Paper Size]]|[[HowTo:Change an Existing Field Report Template|Change an Existing Data Entry Form Template]]Designer Window|[[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:Change Single Selection List Display Properties|Change Single Selection List Display Properties]]|[[HowTo:Set a Default Value|Set a Default Value]]|[[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 Data Entry Form Template]]|[[HowTo:Add an Image to the Field Report Template|Add an Image to Access the Data Entry Form TemplateDesigner Window]]|[[HowTo:Add a Scribe Panel to the Field Report Template|Add a Scribe Panel to the Data Entry Form Template]]|[[HowTo:Add a Line to the Field Report Template|HowTo Add a Line to the Data Entry Form 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 Form Elements within the Design Pane|Move Form 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 the Field Report|Remove Selected Elements from the Data Entry Form]]|[[HowTo:Change Element Display Properties|Change Element Display Properties]]|[[HowTo:Set Object ID Fields to Autogenerate Object ID Numbers|Set Object ID Fields to Autogenerate Object ID Numbers]]|[[HowTo:Customise Tables|Customize Tables]]|[[HowTo:Save a Field Report Template|Save a Data Entry Form Template]]|[[HowTo:Preview a Field Report Template|Preview a Data Entry Form Template]]|[[HowTo:Publish a Field Report Template|Publish a Data Entry Form Template]]|[[HowTo:Remove a Field Report Template|Remove a Data Entry Form Template]]|[[HowTo:Reconcile Custom Defined Fields When Publishing a Field Report|Reconcile Custom Defined Fields When Publishing a Data Entry Form]]|[[HowTo:Republish Existing Field Report Templates|Republish Existing Data Entry Form Templates]]|[[HowTo:Access and Use the Published Template List|Access and Use the Published Template List]]|[[HowTo:View the Field Report Template|View the Data Entry Form Template]]|[[HowTo:Change the Status of a Published Field Report Template|Change the Status of a Published Data Entry Form Template]]|[[HowTo:Share Field Report Templates|Share Data Entry Form Templates]]

==Design Concept==__NOEDITSECTION__The Data Entry Form Template Designer is a “what–you-see-is-what-you-get” (WYSIWYG) application for creating data entry forms in IMSMA^NG. With its 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 workflow. The resulting, streamlined templates—free from tabs and other confusing navigational concepts—can then be printed and used for data collectionMine Action Programme’s workflows.

Because the design process is critical to the proper functioning of the information management Information Management system, IMSMA^NG {{IMSMANG}} provides several capabilities to facilitate the design and sharing of 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 IMSMA^NG {{IMSMANG}} users or IMSMA^NG systems and be used to design other templates so information managers do not have to start with a blank templateMine Action Programmes.

{{note|* After creating ===Questionnaire vs Data Entry Form templates in IMSMA^NG, it ===__NOEDITSECTION__A questionnaire is recommended designed for to use another application be printed on '''paper''' and to build be filled in by '''hand''' by an interviewer while conducting the same forms for handwritten data collection interview in the field. The Data Entry Form templates are built to accommodate typewritten data which requires less space than handwritten data. Using templates to record data be filled in the field may impose limitations on the amount using {{IMSMANG}} and/or extent of information collectedIMSMA Remote Entry.* When a general layout Questionnaires 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 templateswill have '''different''' layouts and elements. This should be done prior to adding item-specific data to the template}}

{{note| To add, change, deactivate, or publish a * Questionnaires look like Data Entry Form template, you must have access to the Form Template Design permissiontemplates but when data entry is done in {{IMSMANG}} the information updates more than one item e.g. Land, Accident and Victim.

Data Entry Form templates are the data entry forms that are available from the Data Entry Form Template Selection window and are what you use * Country Structure information would need to add a Data Entry Form to IMSMA. IMSMA includes default form templates for accident and victim, land, activity, location, education, and QM. If be included on the default form templates do Questionnaires but will '''not include the information you need ''' be included on the Data Entry Form or are templates since in a format {{IMSMANG}} that is different from what you need, you can create and publish will be obtained by assigning to a new Data Entry Form templateLocation.

There * Questionnaires contain information that in {{IMSMANG}} are several steps to creating a Data Entry Form template:1. Determine the layout of the Data Entry Form template. This includes the Data Entry Form template’s paper size, paper orientation, and margin sizes. 2links between objects e. Add report data fields to the Data Entry Form templateg. Report data fields include Date of Report, Report Accident ID, and Reported By. 3. Add item attributes for which you would like to capture data to the Data Entry Form template. You can also add images, lines, text areas, and scribe panels to the Data Entry Form template.4. Arrange the elements on the Data Entry Form template. You can change the data element labels, move the data elements, and align the elements. 5. Save the Data Entry Form template so that you can access it later to make additional changes. 6. Publish the Data Entry Form template so that users can access the templateVictim Questionnaire.

You can repeat these steps * Questionnaire should have all alternatives as necessary if you find that the single select but Data Entry Form template needs to be updatedtemplates may have combobox.

* 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|* 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 with pen in the field may impose limitations on the amount or extent of information collected.}}  ===How It Works===__NOEDITSECTION__ [[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.

===Use Data Elements for One Item Per Template===While the Data Entry Form Template Designer allows Following these principles, information managers to include data elements from more than one item on a single template (for example, land data elements and activity data elements), it is recommended to have data elements from only one item per template. Limiting the type of information collected on each template reduces can achieve the complexity correct balance of the reconciliation and approval process usability and helps ensure data quality and integrity. If a programme, necessary 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 surveywell functioning Mine Action Programme.

Additionally, although a useful data element may exist for one item, It is important to evaluate/test the content of the template in order to avoid taking shortcuts and using confusion such as* questions/options 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 itemscollection staff or respondents do not understand or which are subject to different interpretations* redundant or unnecessary questions/options* how to better word questions/options.

===Create Use Data Elements for One Item Per Template for Each Step of a Workflow===__NOEDITSECTION__As discussed above, each While the Data Entry Form Template Designer allows information managers to include data elements from more than one item on a single template should be reserved (for one purpose to reduce the complexity example, Land data elements and length of the template. In addition Activity data elements), it is '''strongly''' recommended to using have data elements for from only one item per template, . Limiting the type of information mangers should create one collected on each template for each item subcategory in a workflow. For example, an activity workflow could include separate templates for reduces the complexity of the different items, including a CHA reconciliation and minefield, approval process and activities such as a technical survey, clearance, progress report helps ensure data quality and completion surveyintegrity.

While several of the templates may share similarities (===Create More Than One Template for examplean Item===__NOEDITSECTION__As discussed above, CHA and minefield), a separate if the different types of an item are very different one template for each workflow step allows information managers should be created per type in order to customise reduce the templates to include only complexity and length of the information necessary for that step in the workflowtemplate. For example, all of the Mine Action Area Type values except Activity item could include separate templates for “Suspected Hazardous Area” could be removed from the CHA templateNon Technical Survey, Technical Survey, Progress Report, Completion Report, whereas all of the values except “Minefield” could be removed from the minefield template. This example is shown in the figure belowHandover Certificate and Post Clearance Survey.

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_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 Report 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 IMSMA^NGvaluable 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 Report || 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 | Report 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'''

| align="center" colspan="4" Area size| '''Other Useful Data Elements'''How big is the contamination? How much is cleared with which method/asset?

| width="125pt" Date| '''Item''' Date of Accident, Start Date & End Date of Activities| 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" | NameOrdnanceMine Action Area TypeStatusArea SizePriority | align="left" | Victim || align="left" | First NameLast NameGenderAgeDate of BirthKilled/InjuredVictim TypeWhich asset to use? Which IHL to report to?

| align="left" | Activity || align="left" | NameStart DateEnd DateType of ActivityOrganisationStatusOrdnance FoundHours SpentSize of Area| align="left" | Education|| align="left" | Start DateEnd DateOrganisationEducation Detail IDEducation Type% Male% FemaleAudience NumberAudience Age InfoIt 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 AccidentAccident Type| align="left" | QM || align="left" | Start DateEnd DateOrganisationResultsVictims are quite different depending on sex and age. The Education message and he needs/priorities for beneficiaries are also depending on sex and age.

===Make Cosmetic Text Changes Only in the Data Entry Form Template Designer===__NOEDITSECTION__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 IMSMA^NGelements. 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 “Mine Action Area Type” that are not “Minefieldquality of data entry.” In this case, values These instructions can include simple statements such as “SHA,” “Dangerous Area” 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 Versionning===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''

==Template Publishing==__NOEDITSECTION__[[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. When an individual template It is designed good practice to support the needs of a specific organisation, information managers can select the organisation as the owner of include more in the version number than templateversion. For example, if organisation XYZ uses a specific template to collect information, In the template can be assigned to XYZ when above image there are three parts:# {{IMSMANG}} version it is published. Note that setting the owner of the template does not restrict data entry personnel from using the template. The template that designed with and for# date it is published and assigned to XYZ is accessible to all IMSMA^NG users, not just XYZ personnel. Also, if a template is for general use or not designed to support a specific organisation, the owner # version of the template can be set to “IMSMA” or any other organisation created in IMSMA^NGitself.

When a an individual template is published using designed to support the needs of a specific organisation, information managers can select the same name organisation as another published the owner of the template. For example, if organisation XYZ uses a specific templateto collect information, IMSMA^NG automatically deactivates the previously template can be assigned to XYZ when it is published template. Another reason for making organization specific templates is to include the logotype of the organization in the page header. Note that this setting the owner of the template does not change the format of any restrict data already entered into IMSMA^NG entry personnel from using the previously published template. IMSMA^NG preserves the integrity of data as it was enteredThe template that is published and assigned to XYZ is accessible to all {{IMSMANG}} users, not just XYZ personnel. Subsequent Data Entry Forms, howeverIf a template is for general use, are entered and displayed using the updated version owner of the templatecan be set to “IMSMA” or the NMAA.

To ensure When a template is published using the most recent and useful templates are available for data entrysame name as another published template, information managers should periodically review {{IMSMANG}} automatically deactivates the previously published template. Note that this does not change the status format of the published templates and deactivate or delete any templates no longer needed. If a template has data already been used to enter data entered into IMSMA^NG, {{IMSMANG}} using the previously published template cannot be deleted from . {{IMSMANG}} preserves the systemintegrity of data as it was entered. ButSubsequent Data Entry Forms, information managers can deactivate however, are entered and displayed using the updated version of the template so it cannot be used for data entry. Templates that have not already been used can be deleted.

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 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. It is possible to [[Switch Templates | switch]] templates later if deemed necessary. ==Translating Templates (Multilingual Environment)==__NOEDITSECTION__When running IMSMA^NG {{IMSMANG}} in a multilingual environment where different users run IMSMA^NG {{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 IMSMA^NG {{IMSMANG}} data.

===Multilingual Templates===__NOEDITSECTION__

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