Manual for Coordinators

Use of the website for administration and coordination

Registering new users and updating current users

Each user is given a User type.

User types belong to a User Group.

Each user group has a predefined list of permissions (actions they are allowed to do within the system) and these are managed via the Administration/User Group Permissions. Some permissions can be set differently according to the individual person. This is usually decided by the district coordinator who takes into account the skills and knowledge of each member of staff. The user should be told what he or she may or may not do within the system and why these restrictions are necessary.

Example

Para-vets are usually required to make differential diagnoses - their best guess at what is causing a particular problem in a reported case. The default permission for para-vets is that they CAN diagnose but some coordinators may not want this permission to go to every para-vet on staff. Some para-vets have not received sufficient training to allow them to make a differential diagnosis confidently. Most para-vets are required to add a differential diagnosis to their U or P field reports of disease. A coordinator may wish to exclude a para-vet with poor skills from this step. By setting the permissions differently for this para-vet

Some field para-vets who report disease may also be abattoir reporters. In this case, they are assigned as two user groups.

Administration: Permissions

• user groups,

• user permission types,

• user group permissions,

• registration permissions (matrix group structure),

• individual user permissions,

• website permissions

Area of responsibility

• Roles

• Locations

• Personalising the website for users      

Analysis of data

• How to ask for a new report to be made

• Defining your question

• Making sense of the outputs

• Printing reports, editing Excel files

e.      Using the data to support your monitoring role

3.       Management and support structures

a.       Roles and responsibilities of everyone involved

b.      Policy changes, technical issues and assistance with analysis

4.       Where to go for help

5.       Role and responsibilities of the coordinator

6.       How to motivate and reassure staff

7.       Monitoring the system

8.       Reacting to problems

9.       Dealing with questions, requests, problems, flaws

10.   Giving and sharing feedback

11.   Developing a culture of ongoing training

12.   Developing a strong network of village level reporters

a.       Signs recognition training

b.      Developing respect for their role and a sense of pride the work they do

c.       Keeping people involved

Reports

·         New

·         Disease

·         Vaccination

·         Surveillance Program

·         Movement

·         Abattoir

·         Laboratory

·         Users

·         Codes

·         System

·         View reports

·         Saved reports

Manage

·         My profile

·         Manage users

o   User details

o   User settings

·         Vaccination Programs

·         Surveillance Programs

·         Infrastructure

·         Laboratory tests

·         Export lab standards

Administration

Permissions

·         user groups,

·         user permission types,

·         user group permissions,

·         registration permissions (matrix group structure),

·         individual user permissions,

·         website permissions

Interface

·         Menu system

·         Menu system by Group User

·         Generate Interface

·         News stories

Reference codes

·         Diseases

·         Species

·         Signs

·         Animal types

·         Syndromes

·         Laboratory

o   Testype

o   Laboratory sections

o   Submission reasons

o   Submitter types

o   Specimen forms

o   Age units

o   Test methods

o   Test targets

o   Qualitative findings

o   Units for quantitative findings

o   Uncertainty types

o   Test results

·         Drugs

o   Drug class

o   Drug types

o   Drugs

·         Production

o   Straws

o   Colour

o   Animal purposes

o   Event types

·         Infrastructure types

SMS metadata

·         Modem status

·         Edit SMS messages

·         Edit SMS Fields

·         Test SMS message

·         Create SMS handler

Excel metadata

·         Import jobs

·         Import tables

·         Import fields

·         Field types

Metadata for reference export

·          

Business Rules

·          

Reports

·         Reports

·         Saved reports

·         Report subscriptions

·         Field types

·         Regenerate reports for PL/R

Templates

·         HTML templates

Roles and responsibilities

Regional and Provincial coordinators

Leadership

• Act as an ambassador, information source and spokesperson for the system at the provincial/regional level
• Safeguard the philosophy and principals upon which iSIKHNAS has been built
• Report both achievements and problems to the Regional Coordinator or Champions
• Respond to requests for assistance, advice or new data reports in a timely and constructive manner.
• Maintain close contact with district coordinators in a supportive and encouraging manner
• Assist district coordinators with their monitoring, support and analysis roles wherever possible.
• Respond to problems common to several district coordinators in a collaborative manner in order to resolve difficulties
• Annual meeting to discuss provincial approaches and issues, share lessons learned and improve monitoring and response.

Support and monitoring

• Monitor the message log and respond quickly to problems in a supportive manner
• Respond to feedback and questions from users in a timely and supportive manner
• Support and improve the pelsa network
• Monitor and evaluate the performance of the team, set goals and priorities for improvement and development
• Identify training needs of staff based on monitoring of field reports

User development and administration

• Assist in the training of district staff and new users
• Ensure kabupaten coordinators are replaced efficiently whenever this becomes necessary
• Ensure user details are up to date
• Facilitate or assist training of specific user groups such as abattoir, production, police or health department, for example.
• Supervise and monitor all registered users in the area of responsibility
• Register local infrastructure and create new location codes where necessary and ensure these are up to date.

Reporting

• Report technical problems, inadequacies or redundancies immediately to the Champions and Regional coordinator

Analysis and management

• Assist in the analysis of data for the evaluation of activities, performance and priority setting.
• Assist in the analysis of data for the purposes of budget advocacy for support for ongoing and new activities
• Make recommendations from the results of data analysis
• Encourage and facilitate surveillance, vaccination and population data collection activities through iSIKHNAS.

District coordinators

Leadership

• Act as an ambassador, information source and spokesperson for the system in the district
• Safeguard the philosophy and principals upon which iSIKHNAS has been built
• Ensure users can access and refer to you easily and freely.
• Share the coordination role with one or more deputies.
• Respond to requests for new data reports or suggested changes

User development and administration

• Register new Pelsa and Dinas users correctly
• Recruit and train new Pelsa and Dinas users in all relevant aspects of the system
• Ensure user details are up to date
• Facilitate or assist training of specific user groups such as abattoir, production, police or health department, for example.
• Supervise and monitor all registered users in the area of responsibility

Support and monitoring

• Monitor the message log and respond quickly to problems in a supportive manner
• Respond to feedback and questions from users in a timely and supportive manner
• Assist para-vets to respect and support the work of village pelsa
• Monitor and evaluate the performance of the team, set goals and priorities for improvement and development
• Identify training needs of staff based on monitoring of field reports

Reporting

• Report technical problems, inadequacies or redundancies immediately to the Champions and Provincial coordinator

Analysis and management

• Assist in the analysis of data for the evaluation of activities, performance and priority setting.
• Assist in the analysis of data for the purposes of budget advocacy for support for ongoing and new activities
• Make recommendations from the results of data analysis
• Manage surveillance, vaccination and population data collection activities through iSIKHNAS.
• Register local infrastructure.
• Manage and update location codes within your area.