Changes

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 workflowitem (e.g. Non Technical Survey and Completion Report), including standard # include the ''big five'' data elements on all templates, allowing only cosmetic changes to text labels: Form ID: Item ID: Date of Information: Status of item (e.g. Open, Completed, 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 to the correct balance of usability and data quality necessary for a well functioning Mine Action Programmetemplates.

===Do Not Duplicate Data Elements in the Same Template===__NOEDITSECTION__IMSMA does not allow you to drag the same element to a template twice. For exampleFollowing these principles, if the template you are designing already includes information managers can achieve the ''Type correct balance of Accident'' widget on page one, you cannot add it again to page one, or even to page two of the template. [[Image:AddingSameElementTwice.png|center|500px|''Adding the Same Element Twice'']]<div align="center">''Adding the Same Element Twice''</div>  [[Image:AddingSameElementTwiceAlternateMessageusability and data quality necessary for a well functioning Mine Action Programme.png|center|500px|''Adding the Same Element Twice'']]<div align="center">''Adding the Same Element Twice''</div>

While the Data Entry Form Template Designer allows information managers to include data elements from more than one item on a single template (for example, land Land data elements and activity Activity data elements), it is '''strongly''' 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 Mine Action Programme, 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 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.

As discussed above, each if the different types of an item are very different one template should be reserved for one purpose created per type in order to reduce the complexity and length of the template. In addition to using data elements for one item per template, information managers should create one template for each item subcategory in a workflow. For example, an activity workflow the Activity item could include separate templates for the different itemsNon Technical Survey, including a CHA and minefieldTechnical Survey, and activities such as a technical surveyProgress Report, clearanceCompletion Report, progress report Handover Certificate and completion surveyPost Clearance Survey.

While several of the templates may share similarities (for For example, CHA and SHA), a separate template for each workflow step allows information managers to customise if the templates to include only difference between the information necessary for that step in the workflow. For example, all different two types of the Land Classification values except for “SHA” could be removed from the , SHA templateand CHA, whereas all of the values except “CHA” could be removed from the CHA templateis e.g. This example two data elements there is shown in the figure belowno need to create a separate template for them.

[[Image:AdminGuide_IncludeRelevantInfoOnlyAdminGuide_IncludeRelevantInfoOnlyXXX.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 Information and State''the big five''), 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.