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Field report templates are the data entry forms that are available from the Field Report Template Selection window and are what you use to add a field report to IMSMA. IMSMA includes default form templates for accident and victim, hazardland, hazard reductionactivity, location, education, and QM. 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 template.
There are several steps to creating a field report template:
===Use Data Elements for One Item Per Template===
While the Field Report Template Designer allows information managers to include data elements from more than one item on a single template (for example, hazard land data elements and hazard reduction 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 the complexity of the reconciliation and approval process and helps ensure data quality and integrity. If a programme, for example, wants to use a general survey that collects information about hazardsland areas, hazard reduction activities and accidents, it is advisable to consider creating three independent general survey templates–General Survey-HazardLand, General Survey-Hazard Reduction Activity and General Survey-Accidents–rather than creating one comprehensive template for all aspects of the general survey.
Additionally, although a useful data element may exist for one item, avoid taking shortcuts and using that data element on a template for another item. Instead, consider creating a CDF for the second item rather than mixing and matching data elements from other items.
===Create One Template for Each Step of a Workflow===
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 an activity workflow could include separate templates for the different items, including a CHA and minefield, and activities, including such as a technical survey, clearance, progress report and completion survey.
While several of the templates may share similarities (for example, CHA and minefield), a separate template 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.
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Information 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 land workflow, a completion survey may be submitted that creates a hazard reduction an activity to mark the end of clearance operations on a hazardland. In this case, it is necessary to update the status of the hazard land from “Worked On” 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 that all items of a customised workflow are updated properly and with minimal effort.
===Include Standard Data Elements on All Templates===
| align="left" | Report ID || align="left" | A local ID that provides a unique identifier for searching for and displaying field reports in the Workbench
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| align="left" | Item ID (for example, Hazard Land ID) || align="left" | A local ID that provides a unique identifier for searching for and displaying field report items in lists
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| align="left" | Geographical Reference || align="left" | A table for adding geospatial information about field report items for displaying the items on the map
| width="200pt" | '''Data Element'''
|-
| align="left" | Hazard Land || align="left" | Name
Mine Action Area Type
Status
Victim Type
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| align="left" | Hazard Reduction Activity || align="left" | Name
Start Date
End Date
