Changes

The next step in setting up IMSMANG IMSMA^NG is to customise the data elements that are tracked. Using the information about additional data fields documented in Chapter 1, information managers can begin modifying existing data fields and creating CDFs. The objective of this step is to ensure that all data elements necessary for programme operations are available in IMSMANGIMSMA^NG. This step must be completed prior to designing forms for data entry so that these changes are reflected on the data entry forms. IMSMANG IMSMA^NG does not automatically change data entry forms when data elements are changed.

Using the IMSMANG IMSMA^NG Data Inventory Manager, information managers can create new data elements or modify existing elements to map to their programme’s information needs. Because IMSMANG IMSMA^NG comes with more than 1,000 data elements in its initial configuration, it is important to review these elements to determine if these adequately address the data entry needs of the programme. Where there are elements that are not included in the initial configurations, information managers can use the Data Inventory Manager to create them.

Information managers can create CDFs for those data elements not predefined in IMSMANGIMSMA^NG. IMSMANG IMSMA^NG 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.

When determining new data elements to add to IMSMANGIMSMA^NG, 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 is critical to preserving the ability to search, calculate, sort and report information easily. The table below identifies the data types available in IMSMANG IMSMA^NG and some search options for each.

To create date, text and number fields in IMSMANGIMSMA^NG, information managers first select the type of item to create a CDF for and the type of CDF. Different types of fields make different operations available. For example, number fields enable calculations, date fields enable date searching and text fields enable text searching. After selecting the CDF, information managers provide a label and an optional description for the CDF.

Creating pick lists is one of the most powerful functionalities available in the IMSMANG IMSMA^NG Data Inventory Manager. Using this functionality, information managers can create rich data attributes for each IMSMANG IMSMA^NG item that are searchable, translatable and customisable. Pick 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 lists can be modified to reflect changing needs over time.

Creating a new pick list in IMSMANG IMSMA^NG requires information managers to first determine whether the pick 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 list can be added and the pick list created. Information managers can also provide translations for the values, which automatically display for users running IMSMANG IMSMA^NG in other languages.

This lets information managers track the individual types of lands they defined and documented in Chapter 1. Likewise, the ability to modify existing data elements gives information managers fine control over all the data elements they want to track in IMSMANG IMSMA^NG and how they are tracked.

While adding and deactivating new values is an effective and important capability within IMSMANGIMSMA^NG, information managers should approach changing the text of existing values carefully. Because many values are used across different data elements, for example, the values “Yes” and “No,” modifying these values can have unintended consequences.

All data elements in the Data Inventory Manager are grouped by item. When a data element is added to an item, it becomes an attribute of that item and cannot be moved to another item. However, information managers can divide data elements into subgroups for easier management. IMSMANG IMSMA^NG comes with several predefined subgroups for each item including an “Uncategorised” group. These groups are completely customisable and can be used to combine similar data elements, making it easier to find them during field report template design.

For example, an information manager can create a group of land data elements called “Used” that contains all data elements used in the local version of IMSMANG IMSMA^NG and another group called “Unused” that contains data elements not used by the programme. Another option for grouping data elements is by function. For example, an information manager can create a group called “Terrain Data” and include slope, vegetation and water feature data elements. A second group called “Impact Information” can contain data elements for the number of households impacted, the type of agricultural effects and blockages. By grouping data elements these ways, users browsing the Data Inventory Manager or designing data entry forms can quickly navigate to the elements they need.

IMSMANG IMSMA^NG provides the capability to translate and run the entire system in different languages. To fully translate the system into one or more languages, there are two parts to consider. Information managers can translate the predefined data elements that come with IMSMANG IMSMA^NG and the CDFs they create or modify. IMSMANG IMSMA^NG stores translations for predefined data elements in editable properties files. Translations for all CDFs, including modified pick lists, are stored in the database and can be translated using the Data Inventory Manager. The translated values are available to all users connecting to the IMSMANG IMSMA^NG system and they can be exported using standard IMSMANG IMSMA^NG export functionality.

{{note|When running IMSMANG IMSMA^NG in a multilingual environment, translate CDFs and modified data elements immediately to make the translations available for form design and data entry. If the data elements are not translated, users only see the original values entered, no matter which language they have selected}}