Difference between revisions of "Data Inventory Manager"

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__NOEDITSECTION__
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[[Image:IM cycle.png|300px|center]]
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The next step in setting up IMSMANG 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 IMSMANG. This step must be completed prior to designing forms for data entry so that these changes are reflected on the data entry forms. IMSMANG does not automatically change data entry forms when data elements are changed.
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After standardising auxiliary data, the next step in setting up {{IMSMANG}} is to implement the necessary customisation of the database reflecting the identified data requirements. Information managers have the possibility to modify the database in two ways:
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* modifying existing data fields i.e. data fields that exist in the database from installation which often are referred to as system fields
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* creating new data fields which are referred to as Custom Defined Fields (CDFs).  
  
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Using the IMSMANG Data Inventory Manager, information managers can create new data elements or modify existing elements to map to their programme’s information needs. Because IMSMANG 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. The Data Inventory Manager categorises all data elements by the type of item they belong to so that information managers can quickly navigate to the desired data elements.
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The objective of this step is to ensure that all data fields and values necessary for Mine action programme operation are available in {{IMSMANG}}. This step should be completed prior to designing Data Entry Form templates so that these changes are reflected on the Data Entry Forms.  
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==Create New Data Elements==
 
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Information managers can create CDFs for those data elements 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.
 
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{{HowTo's
 
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|[[HowTo:Add a Data Category | Add a Data Category]]
 
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|[[HowTo:Change a Data Category Name | Change a Data Category Name]]
 
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|[[HowTo:View Items of a Category and Filter Item Attributes | View Items of a Category and Filter Item Attributes]]
 
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|[[HowTo:Move Item Attributes into a Data Category|Move Item Attributes into a Data Category]]
 
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|[[HowTo:Remove a Data Category|Remove a Data Category]]
 
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|[[HowTo:Add Custom Defined Fields|Add Custom Defined Fields]]
 
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|[[HowTo:Add Subobject Custom Defined Fields|Add Subobject Custom Defined Fields]]
 
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|[[HowTo:View and/or Change Custom Defined Fields|View and/or Change Custom Defined Fields]]
 
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|[[HowTo:Inactivate Custom Defined Fields|Inactivate Custom Defined Fields]]
 
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|[[HowTo:Translate Custom Defined Field Labels|Translate Custom Defined Field Labels]]
 
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|[[HowTo:Add a Custom Option|Add a Custom Option]]
 
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}}
 
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When determining new data elements 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 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.
 
  
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Table 8. IMSMANG Data Types
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{{note|{{IMSMANG}} does '''not''' automatically change Data Entry Form templates when changes are made in the Data Inventory Manager.}}
  
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Uses Search Options
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[[Image:UserManual_DataInventoryManagerWindow.png|center|600px|''Data Inventory Manager Window'']]
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Date/Time Storage of dates, times or dates and times. Examples include Date of Accident and Data Entry Date.
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<div align="center">
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Is between
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''Data Inventory Manager Window''
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Is before/after
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</div>
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Number
 
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Storage of all numeric data used for calculations. Examples include Number of Devices Found and Total Population.
 
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Equals
 
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Does not equal
 
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Is greater than/less than
 
  
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Text 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 descriptions.
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==Data categories==__NOEDITSECTION__
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Is
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{{IMSMANG}} comes with more than 1,000 system fields from installation and therefore it is important to search in the Data Inventory Manager before adding CDFs in order to [[Filter Item Attributes | determine if a data field already exists]] '''before''' adding it as a CDF. The Data Inventory Manager shows the data field by item and [[Data Categories | sub-categories]] so information managers can quickly navigate and find the data fields. It is also possible to [[Add a Data Category | add more categories]] and [[Add a Data Category | move fields between categories]].
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Contains
 
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Does not contain
 
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Pick lists (single select and multiple 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 Terrain.
 
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Is in
 
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Is not in
 
  
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===Dates, Text and Numbers===
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{{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.}}
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To create date, text and number fields in IMSMANG, 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.
 
  
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{{note|Text fields are limited to a set number of characters. Larger amounts of data can be attached to a field report and stored in the database}}
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==Modify Existing Fields==__NOEDITSECTION__
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{{HowTo's
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|[[Add values to enumeration list]]
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|[[Change Display Option for Single Select]]
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|[[Translate enumeration lists]]
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|[[Add a Poly Property|Add a Poly Property]]
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}}
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Using the Data Inventory Manager, information managers can customise the values of existing enumeration lists to reflect local programme needs. Information managers can add new values to the enumeration lists and deactivate existing values.
  
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===Pick Lists===
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[[Image:AdminGuide_ModifyingDataElements.png|center|500px|''Modifying Data Fields'']]
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Creating pick lists is one of the most powerful functionalities available in the IMSMANG Data Inventory Manager. Using this functionality, information managers can create rich data attributes for each IMSMANG 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.
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<div align="center">
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''Modifying Data Fields''
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</div>
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For example, the existing “Safety and Security Threat” data field for Land includes the values that are listed on the left side of the image. However, information managers can deactivate the values that their Mine action programmes don’t use and add the values that they do, as shown on the right side of the image.
  
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Pick 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 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 item attributes such as status, priority and type.  
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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 fields, for example, the values “Yes” and “No,” modifying these values can have unintended consequences.
  
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Creating a new pick list in IMSMANG 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 in other languages.
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==Create New Data Fields==__NOEDITSECTION__
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{{HowTo's
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When the desired data elements are added to the Data Inventory Manager, information managers can proceed to form design to add the elements to the data collection forms.
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|[[Custom Defined Fields]]
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|[[Add Custom Defined Fields]]
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|[[View and/or Change Custom Defined Fields]]
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|[[Add Subobject Custom Defined Fields|Add Subobject Custom Defined Fields]]
  
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{{note|* When creating single-select pick lists, information managers should include a “Not specified” value, which users can select when a more appropriate value is not listed. This option helps prevent inaccurate data from being added to the database.
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}}
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* Single-select pick lists cannot be changed to multiple select pick lists}}  
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Information managers can create CDFs for those data 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 sensibly because the creation of many CDFs is a substantial contributor to poor system performance.
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==Modify Existing Elements==
 
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In addition to creating new data elements using the Data Inventory Manager, information managers can customise the values of existing pick lists to reflect local programme needs. Information managers can add new values to the pick 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 from the Source Tree in the Form Designer so that the values can no longer be added to new forms.
 
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{{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}}
 
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For example, an existing “Mine Action Area Type” data element for hazards 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.
 
  
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When determining new data 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 field is critical to preserving the ability to search, calculate, sort and report information easily.
 
   
 
   
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Figure 17. Modifying Data Elements
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==Using {{IMSMANG}} in a different language than English==__NOEDITSECTION__
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This lets information managers track the individual types of hazards 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 and how they are tracked.
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{{IMSMANG}} 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. The GUI i.e. what the user see and the data. How to translate the GUI is described '''[[Update the Localisation Files | here]]''' and how to translate the enumeration values and/or CDFs is described '''[[Export the Translations | here]]'''. If the Mine Action programme needs to be multi-language e.g. Lao and English then two different sets of Data Entry Forms may be developed or the Data Entry Form may contain labels in both languages.
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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 elements, for example, the values “Yes” and “No,” modifying these values can have unintended consequences.
 
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{{note|It is preferable to add new values to pick lists and deactivate unnecessary elements than to modify the text of the value}}
 
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==Manage Data Elements==
 
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===Data Elements Groups===
 
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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 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.  
 
  
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For example, an information manager can create a group of hazard data elements called “Used” that contains all data elements used in the local version of IMSMANG 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.
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[[Image:DataInventoryManager2.png|center|600px|'' Buttons in Data Inventory Manager Window'']]
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<div align="center">
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''Buttons in Data Inventory Manager Window''
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</div>
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{| class="wikitable"
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! Left side
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! Description
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|-
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| [[Image:UserManual_TranslateSelectedTermsIcon.png]]
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| Allows you to translate the name of the categories.
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|-
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| [[Image:FieldTemplateIcon.png]]
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| If an item is selected in the tree structure, a data category is added to the selected item.
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|-
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| [[Image:FieldViewIcon.png]]
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| If a data category is selected, allows you to change the data category name.
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|-
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| [[Image:EcksButton.png]]
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| If a data category is selected, allows you to delete a data category.
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|-
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! Right side
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! Description
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|-
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| [[Image:UserManual_MoveSelectedItemAttributeIcon.png]]
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| Allows you to move the selected field(s) into a new or an existing data category.
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|-
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| [[Image:FieldViewIcon.png]]
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| If a multi- or single select system field is selected, allows you to add or inactive enumeration values.
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If a CDF is selected, allows you to change the label, description and display format. If the CDF is a multiple selection or single selection type, allows you to also change the selection values.
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|-
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| [[Image:FieldTemplateIcon.png]]
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| If a category is selected, adds a CDF field to the selected category.
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|-
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| [[Image:EcksButton.png]]
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| If a CDF is selected, allows you to delete unused CDFs.  
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|}
  
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===Data Elements Translation===
 
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IMSMANG 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 and the CDFs they create or modify. IMSMANG 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 system and they can be exported using standard IMSMANG export functionality.
 
  
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{{note|When running IMSMANG 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}}
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{{NavBox IMSMA NG Administration}}
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[[Category:NAA]]

Latest revision as of 22:38, 17 June 2017

IM cycle.png

After standardising auxiliary data, the next step in setting up IMSMANG is to implement the necessary customisation of the database reflecting the identified data requirements. Information managers have the possibility to modify the database in two ways:

  • modifying existing data fields i.e. data fields that exist in the database from installation which often are referred to as system fields
  • 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 values necessary for Mine action programme operation are available in IMSMANG. This step should be completed prior to designing Data Entry Form templates so that these changes are reflected on the Data Entry Forms.

Note.jpg IMSMANG does not automatically change Data Entry Form templates when changes are made in the Data Inventory Manager.
Data Inventory Manager Window

Data Inventory Manager Window

Data categories

IMSMANG comes with more than 1,000 system fields from installation and therefore it is important to search in the Data Inventory Manager before adding CDFs in order to determine if a data field already exists before adding it as a CDF. The Data Inventory Manager shows the data field by item and sub-categories so information managers can quickly navigate and find the data fields. It is also possible to add more categories and move fields between categories.

Note.jpg 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/CDFs into a new or existing category.

Modify Existing Fields

How To

Using the Data Inventory Manager, information managers can customise the values of existing enumeration lists to reflect local programme needs. Information managers can add new values to the enumeration lists and deactivate existing values.

Modifying Data Fields

Modifying Data Fields

For example, the existing “Safety and Security Threat” data field for Land includes the values that are listed on the left side of the image. However, information managers can deactivate the values that their Mine action programmes don’t use and add the values that they do, as shown on the right side of the image.

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 fields, for example, the values “Yes” and “No,” modifying these values can have unintended consequences.

Create New Data Fields

How To

Information managers can create CDFs for those data 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 sensibly because the creation of many CDFs is a substantial contributor to poor system performance.

When determining new data 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 field is critical to preserving the ability to search, calculate, sort and report information easily.

Using IMSMANG in a different language than English

IMSMANG 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. The GUI i.e. what the user see and the data. How to translate the GUI is described here and how to translate the enumeration values and/or CDFs is described here. If the Mine Action programme needs to be multi-language e.g. Lao and English then two different sets of Data Entry Forms may be developed or the Data Entry Form may contain labels in both languages.

Buttons in Data Inventory Manager Window

Buttons in Data Inventory Manager Window

Left side Description
UserManual TranslateSelectedTermsIcon.png Allows you to translate the name of the categories.
FieldTemplateIcon.png If an item is selected in the tree structure, a data category is added to the selected item.
FieldViewIcon.png If a data category is selected, allows you to change the data category name.
EcksButton.png If a data category is selected, allows you to delete a data category.
Right side Description
UserManual MoveSelectedItemAttributeIcon.png Allows you to move the selected field(s) into a new or an existing data category.
FieldViewIcon.png If a multi- or single select system field is selected, allows you to add or inactive enumeration values.

If a CDF is selected, allows you to change the label, description and display format. If the CDF is a multiple selection or single selection type, allows you to also change the selection values.

FieldTemplateIcon.png If a category is selected, adds a CDF field to the selected category.
EcksButton.png If a CDF is selected, allows you to delete unused CDFs.


Installing IMSMANG
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Customising IMSMANG
Manage Information
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