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Data Inventory Manager

18 bytes added, 21:51, 12 June 2017
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* creating new data fields which are referred to as Custom Defined Fields (CDFs).
The objective of this step is to ensure that all data fields and options values necessary for Mine action programme operations are available in {{IMSMANG}}. This step should be completed prior to designing forms for data entry so that these changes are reflected on the Data Entry Forms.
{{note|{{IMSMANG}} does '''not''' automatically change Data Entry Forms when changes are made in the Data Inventory Manager.}}
{{Note | If there are many fields/CDFs in one category the Data Inventory Manager may be slow to load. If that is the case then [[Move Fields Between Data Categories | move]] fields/CDFs into a new or existing category.}}
==Modify Existing ElementsFields==__NOEDITSECTION__In addition to creating new data elements fields using the Data Inventory Manager, information managers can customise the values of existing pick enumeration lists to reflect local programme needs. Information managers can add new values to the pick enumeration lists and deactivate existing values. Deactivating existing values does not remove the values from the database nor does it change existing data or forms. Rather, it removes the options values from the Source Tree in the Form Designer so that the values can no longer be added to new forms.
{{note|Deactivating or changing a value in the Data Inventory Manager does not change the forms that use the original value. Additional steps should be taken to prevent the original value from being used for data entry. These include updating and republishing all data entry forms that use the deactivated or changed value.}}
For example, an existing “Safety and Security Threat” data element field for land Land could include the values that are listed on the left side of the figure below. However, information managers can deactivate the values that their programmes don’t use and add the values that they do, as shown on the right side of the figure.
[[Image:AdminGuide_ModifyingDataElements.png|center|500px|''Modifying Data ElementsFields'']]
<div align="center">
''Modifying Data ElementsFields''
</div>
This lets information managers track the individual types of land they defined. Likewise, the ability to modify existing data elements fields gives information managers fine control over all the data elements fields they want to track in {{IMSMANG}} and how they are tracked.
While adding and deactivating new values is an effective and important capability within {{IMSMANG}}, information managers should approach changing the text of existing values carefully. Because many values are used across different data elementsfields, for example, the values “Yes” and “No,” modifying these values can have unintended consequences.
{{note|It is preferable to add new values to pick enumeration lists and deactivate unnecessary elements fields than to modify the text of the value.}}
==Create New Data ElementsFields==__NOEDITSECTION__Information managers can create CDFs for those data elements fields not predefined in {{IMSMANG}}. {{IMSMANG}} does not limit the number of CDFs that can be created for each item; however, it is recommended that information managers use CDFs judiciously because the collection and management of unnecessary data is a substantial contributor to system performance and staff productivity issues in many programmes.
{{HowTo's
|[[Data Categories]]
|[[Add a Poly Property|Add a Poly Property]]
}}
When determining new data elements fields to add to {{IMSMANG}}, it is important to carefully consider the types of data to be collected and the format of the data. Using the correct data type for each element field is critical to preserving the ability to search, calculate, sort and report information easily. The table below identifies the data types available in {{IMSMANG}} and some search options for each.
<center>
{| class="wikitable"
|-
! Data&nbsp;Type !! Uses !! Search Options
|-
| '''Date/Time''' || Storage of dates, times or dates and times. Examples include Date of Accident and Data Entry Date. || Is between, Is in the last
| '''Single Select''' || Storage of structured data where values must be confined to certain pre-defined choices. Ideal for structuring data for searching, reporting and translating. Examples include Type of Activity and Temperature. Selection is displayed as radio buttons. || Is In, Is Not
|-
| '''Text''' || Storage of unstructured, textual data. Text data can be as small as a few characters or as long as several paragraphs. Text elements fields are good for storing data that cannot be stored in other formats, such as comments or narrative descriptions. || Is, Is Not, Contains, Does Not Contain
|}
</center>
===IMSMA Enums (Multiple Select and Single Select)===__NOEDITSECTION__
Creating pick enumeration lists is one of the most powerful functionalities available in the {{IMSMANG}} Data Inventory Manager. Using this functionality, information managers can create rich data fields for each {{IMSMANG}} item that are searchable, translatable and customisable. Pick Enumeration lists preserve data integrity by preventing problems associated with typographical errors, misspellings and other data entry errors, enabling users to compile and compare data easily. When created, the values for the pick enumeration lists can be modified to reflect changing needs over time.
Pick Enumeration list data can be used in tools such as the Impact Scoring tool as well as in sorting and filtering. Data in single-select pick enumeration lists can be used to change the display of data on the map based on their values. For example, information managers can show different symbols on the map for different fields such as status, priority and type.
Creating a new pick enumeration list in {{IMSMANG}} requires information managers to first determine whether the pick enumeration list should allow the selection of single values (using radio buttons) or multiple values (using checkboxes). When this determination is made, the values for the pick enumeration list can be added and the pick enumeration list created. Information managers can also provide translations for the values, which automatically display for users running {{IMSMANG}} in other languages.
When the desired data elements fields are added to the Data Inventory Manager, information managers can proceed to form design to add the elements field to the data collection forms.
{{note|
* When creating single-select pick enumeration lists, information managers should include a “Not specified” value, which users can select when a more appropriate value is not listed. This option value helps prevent inaccurate data from being added to the database.* Single-select pick enumeration lists cannot be changed to multiple select pick enumeration lists.}}
==Using {{IMSMANG}} in a different language than English==__NOEDITSECTION__
|
* If a data item is selected in the tree structure, a data category is added to the selected item. (left)
* If a category is selected, adds a custom defined CDF field to the selected category. (right)
|-
| [[Image:UserManual_TranslateSelectedTermsIcon.png]]
* If a data category is selected, allows you to change the data category name. (left)
* If a field with customisable values is selected, allows you to add or inactive option enumeration values. (right)
* If a custom defined field CDF is selected, allows you to change the label, description, active checkbox, or text display. If the CDF is a multiple selection or single selection type, allows you to also change the selection values. (right)
|-
| [[Image:EcksButton.png]]
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