Changes

{{TOC right}}{{Note | To add, change, deactivate, or publish a Data Entry Form template, your {{IMSMANG}} user account must belong to a User Role that has permission ''Form Template Design''. Contact your {{IMSMANG}} Administrator if you have questions on permissions. }} After the Data Inventory Manager is customized customised to include all the necessary elements for data collection, the next step is to create field report Data Entry Form templates. [[Data Entry Form Templates]] are the predefined forms that are available from the Data Entry Form Template Selection window and can be used to add a Data Entry Form to IMSMA. The Field Report Data Entry Form Template Designer provides the capability for information managers to create customised field report Data Entry Form templates for use with IMSMA^NG{{IMSMANG}}. The primary purposes of this tool are to:

<li>Pick which data elements to collect for a programmeMine Action Programme</li><li>Design templates for data entry that mimic paper formswill * facilitate high data quality and the data entry process* support the Mine Action Programme's processes / workflows / NMAS / strategy* implement good Information Management practice.</li>

|[[HowTo:Access the Field Report Template Designer WindowData Entry Form Templates| Access the Field Report Template Designer WindowData Entry Form Templates]]|[[HowTo:Create a Field Report Template|Create a Field Report Template]]|[[HowTo:Change Access the Page Orientation, Margins, or Paper Size|Change the Page Orientation, Margins, or Paper Size]]|[[HowTo:Change an Existing Field Report Data Entry Form TemplateDesigner Window|Change an Existing Field Report Template]]|[[HowTo:Add Report Elements to the Design Pane|Add Report Elements to the Design Pane]]|[[HowTo:Add Item Attributes to the Design Pane|Add Item Attributes to the Design Pane]]|[[HowTo:Add Subobject Custom Defined Fields to the Design Pane|Add Subobject Custom Defined Fields to the Design Pane]]|[[HowTo:Edit Single Select Lists on the Design Pane|Edit Single Select Lists on the Design Pane]]|[[HowTo:Add Required Fields on the Design Pane|Add Required Fields on the Design Pane]]|[[HowTo:Add Text to the Field Report Template|Add Text to the Field Report Template]]|[[HowTo:Add an Image to the Field Report Template|Add an Image to the Field Report Template]]|[[HowTo:Add a Scribe Panel to the Field Report Template|Add a Scribe Panel to the Field Report Template]]|[[HowTo:Add a Line to the Field Report Template|HowTo Add a Line to the Field Report Template]]|[[HowTo:Select Elements within the Design Pane|Select Elements within the Design Pane]]|[[HowTo:Select Elements from the Logical Tree|Select Elements from the Logical Tree]]|[[HowTo:Move Elements within Access the Design Pane|Move Elements within the Design Pane]]|[[HowTo:Determine the Associated Item Record of an Item Attribute|Determine the Associated Item Record of an Item Attribute]]|[[HowTo:Move Item Attributes to Another Item Record|Move Item Attributes to Another Item Record]]|[[HowTo:Align Data Entry Form Elements|Align Form Elements]]|[[HowTo:Remove Selected Elements from the Field Report|Remove Selected Elements from the Field Report]]|[[HowTo:Change Element Display Properties|Change Element Display Properties]]|[[HowTo:Set Object ID Fields to Autogenerate Object ID Numbers|Set Object ID Fields to Autogenerate Object ID Numbers]]|[[HowTo:Save a Field Report Template|Save a Field Report Template]]|[[HowTo:Preview a Field Report Template|Preview a Field Report TemplateDesigner Window]]|[[HowTo:Publish a Field Report Template|Publish a Field Report Template]]|[[HowTo:Reconcile Custom Defined Fields When Publishing a Field Report|Reconcile Custom Defined Fields When Publishing a Field Report]]|[[HowTo:Republish Existing Field Report Templates|Republish Existing Field Report Templates]]|[[HowTo:Access and Use the Published Template List|Access and Use the Published Template List]]|[[HowTo:View the Field Report Template|View the Field Report Template]]|[[HowTo:Change the Status of a Published Field Report Template|Change the Status of a Published Field Report Template]]|[[HowTo:Share Field Report Templates|Share Field Report Templates]]

==Design Concept=Questionnaire vs Data Entry Form===__NOEDITSECTION__The Field Report Template Designer A questionnaire is a “what–you-see-is-what-you-get” (WYSIWYG) application designed for creating data entry forms to be printed on '''paper''' and to be filled in IMSMA^NG. With its drag-and-drop capability, by '''hand''' by an interviewer while conducting the Field Report Template Designer lets information managers select from all of the data elements available interview in the field. The Data Inventory Manager and position them on a template. Information managers can create wholly new data collection forms and forms that mimic existing paper forms using only the data elements that Entry Form templates are valuable built to their programme’s workflowbe filled in using {{IMSMANG}} and/or IMSMA Remote Entry. The resulting, streamlined templates—free from tabs Questionnaires and other confusing navigational concepts—can then be printed Data Entry Form templates will have '''different''' layouts and used for data collectionelements.

Because the design process * Questionnaires look like Data Entry Form templates but when data entry is critical to the proper functioning of done in {{IMSMANG}} the information management system, IMSMA^NG provides several capabilities to facilitate the design and sharing of field report templatesupdates more than one item e. Information managers can save drafts to the file system prior to publishingg. These drafts stored in .FFML format can then be exchanged with other IMSMA^NG users or IMSMA^NG systems Land, Accident and be used to design other templates so information managers do not have to start with a blank templateVictim.

{{note|* After creating field report templates in IMSMA^NG, it is recommended Country Structure information would need to use another application to build the same forms for handwritten data collection in the field. The templates are built to accommodate typewritten data which requires less space than handwritten data. Using templates to record data in the field may impose limitations be included on the amount or extent of information collected.* When a general layout and design is determined for a programme’s field report templates, it is a good idea to save an .FFML file to the file system so it can Questionnaires but will '''not''' be used as the basis for designing the rest of the programme’s included on Data Entry Form templates. This should since in {{IMSMANG}} that will be done prior obtained by assigning to adding item-specific data to the template}} a Location.

* Questionnaires contain information that in {{note| To add, change, deactivate, or publish a field report template, you must have access to the Form Template Design permissionIMSMANG}} are links between objects e.g. Accident ID on Victim Questionnaire.

Field report * Questionnaire should have all alternatives as single select but Data Entry Form 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, hazard, hazard reduction, location, MRE, and QC. 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 templatemay have combobox.

There are several steps to creating a field report template:1. Determine the layout of the field report template. This includes the field report template’s paper size, paper orientation, and margin sizes. 2. Add report data fields to the field report template. Report data fields include Date of Report, Report ID, and Reported By. 3. Add item attributes for which you would * Questionnaires do not have alternatives like to capture data to the field report template. You can also add images, lines, text areas, and scribe panels to the field report template.4. Arrange the elements on the field report template. You can change the data element labels, move the data elements, and align the elements. 5. Save the field report template so that you can access it later to make additional changes. 6. Publish the field report template so that users can access the template''Not specified'' but Data Entry Form templates do.

You can repeat these steps as necessary if you find * Questionnaires may have alternatives in chronological order because that the field report template needs to be updatedis better for interviewer. Data Entry Form templates may have alphabetical order because easier for Data entry staff.

* Questionnaires are recommended to be translated to the language(s) that will be used during data collection and Data Entry Form templates are often mono- or bilingual. {{Note|* It is recommended to use another software (e.g. Word or iReport) to build the Questionnaires. * Using printed Data Entry Form templates to record data with pen in the field may impose limitations on the amount or extent of information collected.}}  ===How It Works===__NOEDITSECTION__ [[Image:AdminGuide_ProcessForPreparingReportTemplate.png|center|500px800px|''Process for Preparing and Maintaining Field Report Data Entry Form Templates'']]

''Process for Preparing and Maintaining Field Report Data Entry Form Templates''

The figure above shows how field report Data Entry Form templates are prepared and maintained. Using the Field Report 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 field reports. 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 field report Data Entry Form templates but also the format the information is displayed in when the data is approved.  Information managers can also inactivate templates and/or 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.

Information Several important principles of template design assist information managers can also remove or deactivate in building effective templates so they are no longer available . These include # use only data elements from one item per template; # if the data collection for different types of an item is very different then it is recommended to create more than one template for the item (e.g. Non Technical Survey and Completion Report); # include the '''minimum''' recommended data entryelements on all templates:# Form ID,:# Item ID,:# Date of Information, a capability that is particularly useful when older versions :# Status of a template needs item (e.g. Open, Completed, Deceased/Alive), Status changed date and Status changed reason,:# Item Type (e.g. SHA, Completion Report, Demining Accident),# set important fields as required;# add guidance, instructions and page numbers to be replacedthe templates.

Several important principles of template design assist information managers in building effective templates. These include using data elements for one item per template, creating one template for each step of the workflow, including standard data elements on all templates, allowing only cosmetic changes to text labels, removing unnecessary elements from templates and using the text tool for instructions and versioning. Following these principles, information managers can achieve the correct balance of usability and data quality necessary for a well functioning programmeMine Action Programme.

===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 data elements and hazard reduction data elements), it It is recommended important to have data elements from only one item per template. Limiting evaluate/test the type content of information collected on each the template reduces the complexity of the reconciliation and approval process and helps ensure in order to avoid confusion such as* questions/options that data quality and integrity. If a programme, for example, wants collection staff or respondents do not understand or which are subject to use a general survey that collects information about hazards, hazard reduction activities and accidents, it is advisable different interpretations* redundant or unnecessary questions/options* how to consider creating three independent general survey templates–General Survey-Hazard, General Survey-Hazard Reduction and General Survey-Accidents–rather than creating one comprehensive template for all aspects of the general surveybetter word questions/options.

Additionally, although a useful ===Use Data Elements for One Item Per Template===__NOEDITSECTION__While the Data Entry Form Template Designer allows information managers to include data element may exist for elements from more than one item, avoid taking shortcuts and using that data element on a single template (for another example, Land data elements and Activity data elements), it is '''strongly''' recommended to have data elements from only one itemper template. Instead, consider creating a CDF for Limiting the type of information collected on each template reduces the complexity of the second item rather than mixing reconciliation and approval process and matching helps ensure data elements from other itemsquality and integrity.

===Create More Than One Template for Each Step of a Workflowan Item===__NOEDITSECTION__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 mangers should create one template for each item subcategory in a workflow. For example, a hazard reduction workflow the Activity item could include separate templates for the different items, including a CHA and minefieldNon Technical Survey, and activitiesTechnical Survey, including 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 minefield), 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 exampledifferent two types of Land, all of the Mine Action Area Type values except for “Suspected Hazardous Area” could be removed from the SHA and CHA template, whereas all of the values except “Minefield” could be removed from the minefield 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_IncludeRelevantInfoOnly.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''

Information managers should also consider creating a If the information manager decides to create more than one template designed to update the status of each for an item when administrative changes to items may be required. For example, in a typical hazard workflow, a completion survey may be submitted that creates a hazard reduction to mark the end of clearance operations on a hazard. In this case, it is necessary important to update the status of the hazard from “Worked On” prevent users 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===Some data elements should always appear on field report templates to preserve data integrity and searchability. By standardising these data elements, information managers ensure that the elements make mistakes / wrong combination at a minimum can be used to find data within IMSMA<sup>NG<entry /sup>data collection.  Table 9. Standard Data Elements Data Element RationaleDate of Report A data element used in current view calculations and for searching for field reports by the date they were created

Report ID A local ID Information managers 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 land release workflow, when a progress report (Activity) is submitted the linked Land should change status from ''Open'' to ''Worked On''. In most Mine Action Programmes the operator will not submit an updating Land nor will the Operations section of the NMAA issues a PM on that provides the status of the Land should be changed. It is considered as an IM administrative action to change the status of the land and therefore the information manager may find it useful to design an ''administrative'' Data Entry Form template with only a unique identifier for searching few fields for status updates (like the '''minimum''' recommended), an information manager can hence ensure that all steps of a Land Release workflow are reflected properly and displaying field reports with minimal effort in the Workbench{{IMSMANG}} database.

Item ID ===Include the '''Minimum''' Recommended Data Elements on all Templates===__NOEDITSECTION__(for exampleAs discussed above, Hazard ID) A local ID some data elements should always appear on Data Entry Form templates to preserve data integrity, searchability and reportability. These are considered to be the absolute minimum that should be included on all Data Entry Form templates.By increasing minimum required data elements, information managers ensure high data quality and that provides a unique identifier for searching for the data the Mine Action Programme consider to be valuable are collected and displaying field report items stored in lists{{IMSMANG}}.

| align="center" colspan="2" | Table 9. Standard '''Minimum Recommended Data Elements'''

| width="300pt200pt" | '''Data Element'''| width="300pt400pt" | '''Rationale'''

| Date of Report Form ID || align="left" | A data element used in current view calculations and (Data Entry) Form ID should be a unique identifier for each Data Entry Form which facilitates searching for field reports by and displaying Data Entry Forms in the date they were createdWorkbench

| Report Item ID || align="left" | A local Item ID that provides should be a unique identifier for each item e.g. Land which clearly identifies the item and also facilitates searching for and displaying field reports in the Workbenchthem

| Item ID Date of Information (for example, Hazard ID) || align="left" | A local ID that provides a unique identifier Date of Information is used in the calculation / creation of the Summary and it stands for searching for and displaying field report items how old is the information in liststhe Data Entry Form (which may '''not''' be the same as the date reported to the NMAA nor the same date as entered into {{IMSMANG}})

| Geographical Reference Status, Status changed Date & Status changed reason|These three facilitates reporting on e.g. how many Land were closed in year X and reason they became closed|-| align="left" Type of item| A table for adding geospatial information about field report items for displaying the items Facilitates also reporting on the mape.g. how many SHA and CHA there is.

{{Note | ''Date of Information'' and ''Form ID'' are vital for the function of {{IMSMANG}} and should always be filled in. The table below lists other useful data elements easiest way to ensure that is to include on data entry forms. Most of the data elements are predefined included them as '''required''' fields in the Data Inventory Managerall Date Entry Form templates.}}

Table 10The table below lists other useful data elements to include on data entry forms. Other Useful Data Elements Item Data Element Item Data ElementHazard NameMine Action Area TypeStatusArea SizePriority Victim First NameLast NameGenderAgeDate of BirthKilled/InjuredVictim Type Hazard Reduction NameStart DateEnd DateType of ActivityOrganisationStatusOrdnance FoundHours SpentSize of Area MRE Start DateEnd DateOrganisation[MRE Detail IDMRE Type% Male% FemaleAudience NumberAudience Age InfoAccident Date of AccidentAccident Type QM Start DateEnd DateOrganisationResults

| align="center" colspan="32" | '''Table 8. IMSMANG Other Useful Data TypesElements'''|-| width="200pt" | '''Data Element''' | width="400pt" | '''Rationale/Example'''|-| Area size| How big is the contamination? How much is cleared with which method/asset?

| width="150pt" | Date| width="225pt" | '''Uses'''| width="225pt" | '''Search Options'''Date of Accident, Start Date & End Date of Activities

| '''Date/Time''' || align="left" Geographical Reference| Storage of datesWithout any geospatial information about an item, times or dates and times. Examples include Date of Accident it is difficult to plan actions and Data Entry Date. || align="left" | Is betweenIs before/afterimpossible to display the items on a map

| '''Number''' || align="left" | Storage of all numeric data used for calculations. Examples include Number of Devices Found and Total Population. || align="left" Ordnance| EqualsDoes not equalIs greater than/less thanWhich asset to use? Which IHL to report to?

| '''Text'''Organisation || align="left" | Storage of unstructured, textual data. Text data can be as small as a few characters or as long as several paragraphs. Text elements are good for storing data that cannot be stored in other formats, such as comments or narrative descriptionsIt gives higher credibility to information if it is known which organization reported it and it also makes it possible to follow up and produce output per organization. || align="left" | IsContainsDoes not contain

| '''Pick lists Sex and Age Disaggregated Data (single select and multiple selectSADD)''' || align="left" | Storage The needs of structured data where values must be confined to certain pre-defined choicesVictims are quite different depending on sex and age. Ideal The Education message and he needs/priorities for structuring data for searching, reporting beneficiaries are also depending on sex and translatingage. Examples include Type of Activity and Terrain. || align="left" | Is inIs not in

===Make Cosmetic Text Changes Only in the Field Report Data Entry Form Template Designer===__NOEDITSECTION__Like the Data Inventory Manager, the Field Report Data Entry Form Template Designer provides the capability to modify the text of existing data elements. This includes creating and editing labels, changing fonts and sizes and editing pick list values. This functionality can be used to ensure templates are laid out correctly and represent a programme’s Mine Action Programme’s data needs. Using this functionality in the Field Report Data Entry Form Template Designer, however, should be limited to performing cosmetic changes only, and should not be used to change the meaning or substance of a text element. Cosmetic changes include:

* Correcting misspellings “Anml” to “Animal”* Translating terms “Mines to “Minas”Make labels bilingual “Minas / Mines“

Using the text changing functionality in the Field Report Data Entry Form Template Designer to change the substance or meaning of a text label or value can cause serious confusion and data quality problems. Examples of problematic or dangerous substantive changes to text during template design include changing:

===Remove Unnecessary Elements from Field Report TemplatesUse the Text Tool for Instructions and Page number===__NOEDITSECTION__By removing unnecessary or invalid choices from formsUsing the Text Tool in the Data Entry Form Template Designer, information managers can improve the quality add text to data entry forms independently of other data collected and entered into IMSMA^NGelements. For example, if a form is designed This allows information managers to add additional instructions to be a Minefield form, then there is no need Data Entry Form templates to keep other possible values for help improve the “Mine Action Area Type” that are not “Minefieldquality of data entry.” In this case, values These instructions can include simple statements such as “SHA,” “Dangerous Area” and “Other” can be removed from “Choose only one” or longer sentences e.g. “If the formaccident happened before January 2010, leaving “Minefield” as enter the only possible choicefollowing.. This helps improve data quality while reducing the size and complexity of data entry forms.”

It is also useful to add page number to the Data Entry Form template. [[Image:Instructions DEF.png|center|500px|''Example of Instructions'']]<div align="center">''Example of Instructions''</div>  ===Not Possible to Use the Text Tool for Instructions and Versionningsame Data Element Twice in a Template===__NOEDITSECTION__Using {{IMSMANG}} does not allow you to drag the same element to a template twice. For example, if the Text Tool in template you are designing already includes the Field Report Template Designer''Type of Accident'', information managers can you cannot add text it again to data entry forms independently of other data elementsthe template. This allows information managers to add additional instructions to field report templates to help improve the quality of data entry [[Image:AddingSameElementTwiceAlternateMessage. These instructions can include simple statements such as “Choose only one” or longer sentences such as “If png|center|600px|''Adding the reported date occurs before January 2010, enter Same Element Twice'']]<div align="center">''Adding the following...” The Field Report Template Designer even supports paragraphs or lists of instructions as needed.Same Element Twice''</div>

Additionally, information managers should include versioning information on field report templates. By creating a simple versioning system and displaying the ==Template Publishing==__NOEDITSECTION__[[Image:Publish template version number on the template (as shown below), it is easy to determine whether information is being entered on the current version of the template or a previous version.png|center|300px]]

When the Data Entry Form templates are designed, information managers publish them for use. The publication process includes choosing an organisation that the template belongs to and providing a version number. It is good practice to include more in the version number than template version. In the above image there are three parts:# {{IMSMANG}} version it is designed with and for# date it is publishedFigure 20# version of the template itself. Example of a Version Number on a Field Report Template

==Template Publishing==When the field report templates are designed, information managers can publish them for use. The publication process includes choosing an organisation that the template belongs to and providing a version number. When an individual template is designed to support the needs of a specific organisation, information managers can select the organisation as the owner of the template. For example, if organisation XYZ uses a specific template to collect information, the template can be assigned to XYZ when it is published. Another reason for making organization specific templates is to include the logotype of the organization in the page header. Note that setting the owner of the template does not restrict data entry personnel from using the template. The template that is published and assigned to XYZ is accessible to all IMSMA^NG {{IMSMANG}} users, not just XYZ personnel. Also, if If a template is for general use or not designed to support a specific organisation, the owner of the template can be set to “IMSMA” or any other organisation created in IMSMA^NGthe NMAA.

When a template is published using the same name as another published template, IMSMA^NG {{IMSMANG}} automatically deactivates the previously published template. Note that this does not change the format of any data already entered into IMSMA^NG {{IMSMANG}} using the previously published template. IMSMA^NG {{IMSMANG}} preserves the integrity of data as it was entered. Subsequent field reportsData Entry Forms, however, are entered and displayed using the updated version of the template.

To ensure the most recent and useful templates are available for data entry, information managers should periodically review the status of the published templates and deactivate or delete any draft templates no longer needed. If a template has already been used to enter data into IMSMA^NG{{IMSMANG}}, the template cannot be deleted from the system. But, information managers can deactivate the template so it cannot be used for data entry. It is possible to [[Switch Templates that have not already been used can be deleted| switch]] templates later if deemed necessary.

==Translating Templates (Multilingual Environment)==__NOEDITSECTION__When running IMSMA^NG {{IMSMANG}} in a multilingual environment where different users run IMSMA^NG {{IMSMANG}} in different languages, information managers have two options for creating templates:

Either approach works successfully and gives users of multiple languages full access to IMSMA^NG {{IMSMANG}} data.

===Multilingual Templates===__NOEDITSECTION__

[[Image:AdminGuide_MultilingualFieldReportTemplate.png|center|600px|''Example of a Multilingual Data Entry Form Template'']]Figure 21. <div align="center">''Example of a Multilingual Field Report Data Entry Form Template''</div>  ===Multiple Versions of Each Template===__NOEDITSECTION__An alternative approach to template design is to create a separate version of the same template for each language. Benefits of this approach include reduced form size since each piece of text is only represented once and simplified template creation since users can change their locale settings and begin designing templates that take advantage of the translations already provided in {{IMSMANG}}.  {{Note| Remember that socio-economic data such as number of beneficiaries needs to be kept up-to-date if the data should be useful for prioritisation and/or impact analysis.}} {{NavBox IMSMA NG Administration}}