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Reconcile

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{{TOC right}}The Data Entry process consists of three major steps:# Reconcile# Data Entry# Approve. The major steps consist in their turn of several subtasks which may be carried out by one or more different persons and/or stakeholders in the Mine Action programme. For data quality purposes, it is important that the data is adequately checked. With multiple permission levels for the Approval workflow, different users can be assigned different permissions, allowing Mine Action Programmes to implement a data-entry workflow that distinguishes between data '''entry''' and data '''verification''' roles.  {| styleclass="borderwikitable" |-top:2px solid lightgray; border| '''Reconcile'''||# Does it exists in DB?# Select Action# Select template|-bottom:2px solid lightgray; margin:10px;"|align="left" style="padding: 5px 10px 5px 10px" '''Data Entry'''|| To reconcile data entry forms, you must have access to the # Data Entry Form and itself# Link permissions. (s)?|-| '''Approve'''||# Save# Peer-review# Submit# Final review/Data QA# Approve

|}

<p>Before a data entry form can be approved, you must decide whether ==Reconcile==__NOEDITSECTION__ Reconcile means to make two sets of numbers add up to the item records in same total which with IMSMA terms is the data entry form create new item records, update existing item records, or are associated with existing item records process of getting all different item typessubsets of Mine Action information in a country (e.g. This process is called operators''reconciliation''.</p> <p>New item records will create a new accident, land, activity, location, education, QM, or victim in IMSMA. New item records will need to be assigned clearance information) to a locationcorrect and coherent national database.</p>

<p>Data entry form item records can also update existing item records. Updates to existing item records can either replace an existing item record === New or combine certain item record attributes. When an existing item record is replaced, the summary of the existing item record is replaced with the data from the new item record. When an item record in ===__NOEDITSECTION__ Before a data entry form is combined with an existing item recordmay start, certain item record attributes are overwritten with the both at data from providers such as operators and at National Mine Action Authority, the new item record while other item record attributes are combined. Refer first and very important task is to determine if the [[Reconcile by Updating an Existing Item Record]] for more details piece of information that is received on which item attributes are combined for each itema paper or as xml already exists in the database or not.</p>

<p>data entry form item records New information can also be associated with existing item records that are of two different types:* information about a different type. new item: For example, a victim Land or a Victim that is created by a previously not reported/entered into {{IMSMANG}}. The Land might have been contaminated 10 years ago or the Victim injured 5 years ago but from our {{IMSMANG}} perspective it is '''new data entry form can be associated with an existing accident. To establish a relationship between item records of different item types, you create a ''link' due to it is '''not''' between in the database.* new information about an existing item records: For example a polygon of an existing Land that previously did not have that recorded in the database or a correction of date of birth for an existing Victim.</p>

<p>Item records can be reconciled from the Reconciliation tab on The report that is received in both cases may not look any different so it is vital that the process of new information classification is thorough. Read more about Summary items and Data Entry Forms '''[[Understanding IMSMA Information Model#Data Entry Form Editor window. The Reconciliation tab displays all item records from the data entry form that need to be reconciledForms and Summaries | here]]'''.</p>

Reconciling item records from {{Decision node| It should be outlined in the Data Entry Form Editor window allows you SOP whose responsibility it is to select determine if it is a new item or updating information about an existing item records from a list. This chapter provides instructions for reconciling item records from the Data Entry Form Editor.}}

=== Select Data Entry Action ===__NOEDITSECTION__

<center>

{| align="center"|- valign="top"|{| class="wikitable" width="600950"! colspan="4" align="center"| Data Entry Actions|-! Type ! Name ! When to use! Action

|-

| align="center" colspanrowspan="2" | '''Reconciliation IconsFrom Data Entry menu'''| [[Reconcile as New]]| '''Only'''for New Locations| New

|-

| width="125pt" [[Reconcile as Existing Item]]| Is '''Iconnot'''recommended anymore (Replace/Combine)| width="475pt" | '''Description'''Replace/Combine

|-

| alignrowspan="center3" | '''From Summary window'''| [[Image:ReconItemRecIcon.pngAdd a Data Entry Form from the Summary Window | Add from Summary Window]] |Not for New Locations| Allows you to reconcile items as new records, or with existing item records that you select from a list. New

|-

| align[[Update from Summary Window]]| To update existing data| Update|-| [[Delete from the Summary Window | Delete from Summary Window]]| If the item should be Deleted from the database| Delete|-| rowspan="center4" | '''Other Reconcile Actions'''| [[Image:RemoveReconIcon.pngLink to Existing Item]] |Link may be used in combination which several of the other Actions| Link| Removes -| [[Reassign Item to another Location]]| Special updating Action when to which Location an item is assigned| Change Location|-| [[Unlink Items]]| Special updating Action when items need to be Unlinked| Unlink|-| [[Unapprove a Data Entry Form from the reconciliation or link between the item records.Summary Window | Unapprove a Data Entry Form]] | If this Action is used, all traceability and transparency is lost| N/A

|}

</center>

 

Depending on which Action you choose the Reconciliation tab of the Data Entry Form will be populated different. The Actions in the ''From Summary window'' and ''Other Actions'' automatically populates the Reconciliation tab.

 

[[Image:Recon tab Add from non-Location.png|600px|center]]

<div align="center">

'' Example of Reconciliation Tab ''

</div>

 

{{New_6.0 | Add, Update and Delete from Summary window were added in version 6.0.}}

 

=== Select Data Entry Form template===__NOEDITSECTION__

Next decision is to choose which template to use for the Data Entry. It might be appropriate to have more than one Data Entry template for one item, e.g. one for the information about the Victim and another template for Victim Needs Assessment. The item Activity is an example where each process has their own template, i.e. Non-Technical Survey, Technical Survey, EOD Spot Task, Completion Report, Post-Clearance Survey, etc.

 

[[Image:Select Template New.png|500px|center]]

<div align="center">

'' Select Template for New Data Entry Form window''

</div>

 

==Data Entry ==__NOEDITSECTION__

=== Data Entry itself===__NOEDITSECTION__

For more information on how to do data entry, see [[Use the Data Entry Form Editor Window]].

 

[[Image:Fig42.png|400px|center]]

 

{{Warning | When updating information the updating Data Entry Form's Date of information must be a later date than the Data Entry Form(s) that created the information since the calculation of the Summary item is based on Date of Information. If the date is earlier or the same, the Summary items will '''not''' be updated.}}

 

=== Links? ===__NOEDITSECTION__

The last step of the Data Entry is to specify on the Reconciliation tab if the item should be linked to another item. In {{IMSMANG}} the links implicate a relationship between the items. For example:

* a link between an Activity and a Victim means that the Victim is a Demining Victim;

* a link between two Victims means that they are family.

 

[[Image:Understanding IMSMA Information Model - Example Relationships Among Items.png|center|550px|''Example Relationships Among Items'']]

<div align="center">

''Note: Connections to Country Structure and Location have been omitted from the example''

</div>

 

==Approve==__NOEDITSECTION__

[[Image:WB_Status.png|thumb|225px|Approval workflow / Data Entry Form Statuses]]

 

=== Save===__NOEDITSECTION__

The first step in the Approval workflow is done by the Data Entry staff and saves the Data Entry Form. It may now be found in the Workbench. Until a Data Entry Form is approved, it exists only in the Workbench and does not update any Summary items. The report can still be modified or deleted.

 

=== Peer review===__NOEDITSECTION__

The next step in the Approval workflow is to have another person to review the contents of the Data Entry Form.

 

=== Submit===__NOEDITSECTION__

When the Data Entry staff feels that the contents of the Data Entry Form has good enough data quality for the last review, they click on the button Submit and the status changes. The Data Entry Form is still in the Workbench.

 

=== Final review ===__NOEDITSECTION__

If the Data Verifier does not consider the content of the Data Entry Form to meet the Data Quality standard of the Mine Action programme e.g. a QM item should always be linked to an Activity then the Data Entry Form will be ''Rejected''.

 

=== Reject or Approve?===__NOEDITSECTION__

If the Data Verifier is not satisfied then the Data Entry Form will be Rejected. When the Data Quality is good enough the Data Entry Form may be Approved. The Approval will trigger an update of an existing item (Summary) or creating of a new item depending of chosen Action.

 

{{NavBox HowTo Reconcile and Approve}}

[[Category:NAA]]

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