Difference between revisions of "Data Inventory Manager"

Revision as of 20:12, 12 September 2013

The next step in setting up 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 IMSMA^NG. This step must be completed prior to designing forms for data entry so that these changes are reflected on the data entry forms. IMSMA^NG does not automatically change data entry forms when data elements are changed.

Using the 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 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.

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.

The Data Inventory Manager window lists all IMSMA item attributes and allows you to group the item attributes into meaningful categories. The Data Inventory Manager window also allows you to manage custom defined fields (CDFs) and custom options.

The Data Inventory Manager window has two panes. The pane on the left displays a list of all items and the item attributes within them. The pane on the right displays the item attributes in the selected item or data category on the left.

Icons in the Data Inventory Manager Window
Icon	Description
	Allows you to translate the selected terms.
	If an item is selected, adds a data category to the selected item. If a data category is selected, adds a custom defined field to the selected category.
	If a data category is selected, allows you to change the data category name. If an item attribute with customisable values is selected, allows you to add or remove custom option values. If a custom defined field is selected, allows you to change the label or description. If the CDF is a multiple selection or single selection type, allows you to also change the selection values.
	Allows you to remove a data category.
	Allows you to move the selected item attribute into a new or an existing data category.
	Allows you to change the status of a CDF between Active and Inactive.

Create New Data Elements

Information managers can create CDFs for those data elements not predefined in IMSMA^NG. 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 IMSMA^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 IMSMA^NG and some search options for each.

Dates, Text and Numbers

To create date, text and number fields in IMSMA^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.

Text fields are limited to a set number of characters. Larger amounts of data can be attached to a Data Entry Form and stored in the database

Pick Lists

Creating pick lists is one of the most powerful functionalities available in the IMSMA^NG Data Inventory Manager. Using this functionality, information managers can create rich data attributes for each 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.

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.

Creating a new pick list in 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 IMSMA^NG in other languages.

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.

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. Single-select pick lists cannot be changed to multiple select pick lists

Local ID Generators

IMSMA^NG provides a local identifier (local ID) data element for each item category or subcategory, which when used on data entry forms allows information managers to track items and Data Entry Forms entered into IMSMA^NG. These local ID data elements enable data entry clerks to click a button and insert an automatically generated ID rather than enter one manually, helping to reduce duplicate local IDs in the system.

IMSMA^NG comes with a default local ID generator per item, but there is no limit to how many different types can be created. It is recommended to create at least one local ID generator per item subcategory. For example, create a local ID generator for completion reports, another for clearance reports and another for minefields. Also, establishing a convention for the local ID generators makes it easy to understand and find data.

Local ID generators are typically comprised of the following components:

[Local ID Name]-[System Name]-[Incremented Number] For example, CR-HQ-1.

Information managers can also create an individual local ID for each Data Entry Form template that indicates the kind of information in the form. For example, a completion report can have a local ID beginning with “FR-CR-” to give users an immediate understanding of the content of the form. For templates intended to update existing items, such as status change templates, information managers can remove the local ID generator or the ID field entirely to prevent users from accidentally creating new local IDs for existing items.

Modify Existing Elements

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.

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

For example, an existing “Mine Action Area Type” data element for lands 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.

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 IMSMA^NG and how they are tracked.

While adding and deactivating new values is an effective and important capability within IMSMA^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.

It is preferable to add new values to pick lists and deactivate unnecessary elements than to modify the text of the value

Manage Data Elements

Data Elements Groups

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. 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 Data Entry Form 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 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.

Data Elements Translation

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 IMSMA^NG and the CDFs they create or modify. 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 IMSMA^NG system and they can be exported using standard IMSMA^NG export functionality.

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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