Manual for Coordinators

Use of the website for administration and coordination

Manage

Manage : My Profile

Users can visit their profile details and can upload a photo or change their language choice. Users can check that their details are up to date and should contact their local iSIKHNAS coordinator if their details need correcting or updating.

Manage : Manage Users

Manage : Manage Users : User Details

Manage Data Users

Coordinators are primarily responsibile for managing users. District coordinators are responsible for managing most data reporters - vets, para-vets and other people involved in sending reports. One important role of coordinators is to keep user records up to date and managing the permissions set for each individual. They do this through the Manage : Manage Users : User Details menu on the iSIKHNAS website.

Remember, there are many thousands of iSIKHNAS users and the most efficient way to search for a particular person is to start to type the person's name or other details in the empty fields at the top of the page. This will help the system to sort through all the records and find the individual.

This will give you a short list of users to choose from.

Then you choose the middle icon - the pencil - to edit the user's details. To edit the user's password, click on the left icon - figure with a key. The right hand icon - the red cross - deletes (or hides) the user from the list.

Update Data User

Once you have chosen a particular user and clicked on the edit icon you will be taken to the user's details for updating. This is what you would do for example if someone changes their mobile phone number, moves jobs, changes their area of responsibility, starts work at an identified infrastructure.

Don't forget to press the Save button on the bottom of the form when you have finished editing.

Change user password

If a user forgets their webaccess password the local iSIKHNAS coordinator should be contacted. The coordinator will have to access the user's details through the Manage : Manage Users : User details : Manage Data Users menu. Choose the correct user through the search headings at the top of the page and click on the Change password icon. You will have to give the user a new password. This can be done by generating one automatically or by giving the user the one of his or her choice. You do this in the same way as you would during user registration.

Make sure you save and tell the user their new password.

Create Data User : Registering new users and updating current users

All users of iSIKHNAS must be registered before they are able to use the system. This is the case for both data reporters and data viewers.

New users can be registered to the system in two ways

• in the field by an authorised person using their mobile telephone, or
• by an authorised person, usually the district iSIKHNAS coordinator, via the iSIKHNAS website.

Registration using the iSIKHNAS website

Using the iSIKHNAS main menu, go to Manage : Manage Users : User details.

Then click on Create Data User

You will be taken to a new Create Data User form.

Click your mouse in the First name field. The outline colour will change to blue to show that it is active.

First name

Enter the first name of the new user. Try to use correct capitalisation for these name fields. Remember the user name will appear in multiple reports and other areas of the website. Please make sure it is correctly spelled and as complete as possible.

Surname

Move to the Surname field by either pressing or by using your mouse to take you to the new field and clicking in the empty box. This field is only required for those people who use family names. Leave the field empty if there is no surname.

Phone

Next, enter the mobile phone number of the new user. This telephone number must be to the unique to the user. It must be the number to phone they use every day for their work. This telephone number will identify the new user to the system every time they report or query data.

Email

Enter an email address if the person uses email. The address should be unique to the new user. It cannot be a group email address, or one that is used by other iSIKHNAS users. By adding an email address, a new user can arrange to have regular reports using iSIKHNAS data, sent by email. The email address can always be added or changed later.

Password

The web password will be useful if users want to visit the iSIKHNAS website to

• Look up data on the site.
• Change a password.
• Change some user details.

You can click the checkbox Generate Automatic Password to ask the system to make a unique password for the new user. Write the password on a piece of paper and give it to the new user.

Passwords can be changed later by the user. Coordinators can also change passwords for users who have forgotten their password. You can either use a password chosen by the new user by writing the password into the empty field.

A word about passwords: Passwords should not contain personal information, whole words or well known characters or names. The best password are longer than 8 characters and created by coming up with an entire phrase that’s easy for the user to remember. Use the first letter, number or symbol from each word in the phrase, keeping punctuation intact as well.

So, let’s take this, for example: Hi! I’m Dhony. I’m from Sulawesi and I like the number 3! Use the first letter of each part and some of the punctuation, and the password could become: H!ImDImfSul&Iltn3! That’s a good, strong, long password that’ll be hard to crack and easy to remember.

Location

Choose the location of the usual place of work of the new user to the village (desa) level. Go through each level to pick from the drop down lists.

When you have finished click OK.

The full location code and name will appear on the form.

Infrastructure

New users can be assigned to infrastructure where they work. The main infrastructure types are

• Abattoirs
• Aggregation points
• Laboratories
• Semen collection points
• Markets
• Veterinary services offices
• Checkpoints

New infrastructure can be created by coordinators using the Manage : Infrastructure

Area responsibility

As well as being assigned to a particular working location - where a user is phyically based most of the time - users are assigned to one or more areas of responsibility. This defines the whole area the user works or is responsible for. This will tell iSIKHNAS that this person should receive alerts or information relevant to that area. It helps to filter the data for the user, to make sure only the most relevant data or alerts are sent.

A regional coordinator for Sulawesi, for example, would be assigned as follows

The provincial coordinator for Sulawesi Seletan would be assigned like this

A dinas paravet in Barru, Sulawesi Seletan might be assigned like this

And so on

A village reporter (Pelsa) would be assigned as follows

A pelsa with two desa under her responsibility might look something like this

Group

Each user is given a User type and is part of a User Group. Some users are assigned to more than one group. This determines what the person is permitted to do, what data they are permitted to submit and view, and what functions they may perform on the iSIKHNAS website.

Users can be assigned to several user types depending on their roles.

English

Code	User Type
1	Champion
2	Regional coordinator
3	Provincial coordinator
4	District coordinator
5	Vet Services Vet
6	Vet services paravet
7	Vet service other staff
8	Contract Worker
9	Village reporter
10	Farmer
11	Abattoir reporter
12	Meat inspector
13	Drug inspector
14	Check point officer
15	Quarantine
16	Public health
17	A-Lab (DIC)
18	B-Lab (provincial)
19	Inseminator
20	Trainer/demonstrator
21	Vet services viewer
22	Quarantine viewer
23	Public health viewer
24	Abattoir viewer
25	Administrator
26	Provincial Kesmavet Coordinator
27	National Production Coordinator
28	Production Provincial Coordinator
29	Reporting Farmer
30	Epi Viewer
31	Project Viewer
32	Semen collection centre officer
33	District Production Coordinator
34	Public Vet
35	Kader Vaksinator
36	Head of district livestock and animal health office division
37	Head of provincial animal health division
38	Head of dinas vaccination team
39	data encoder
40	Head of field vaccination team
68	C lab
69	SMS Admin
70	Survei team
71	Pregnancy Test Officer
72	Manager SPR
73	Tim Upsus Siwab
74	Superuser
75	Update locations Officer
76	Recorder Siwab
77	champion 1
78	champion 2
79	Technical Reproduction Assistant
80	AMPM reporter
81	Wastukan
82	Vet Author
83	Vet Authority Province Level
84	Sensus Reporting
85	Logistik Admin
86	Qurban Inspector
87	animal traders
88	API user
89	Academics
90	Pelapor Cold Storage
91	Head of Provincial Services
92	Head of District Services
93	Head of Animal Health/Public Veterinary Section
94	Director of Animal Health
95	Director of Veterinary Public Health
96	Kepala Seksi Keswan/Kesmavet Provinsi
97	Private Abbatoir reporter
98	Chief Veterinary Officer
99	Vet Authority Animal Health
100	Vet Authority Veterunary Public Health
101	Vet Authority Animal Quarantine
102	Vet Authority District Level
103	Head of Technical Unit
104	Babinsa & Babinkamtibmas
105	Babinsa atau Babinkamtibmas
106	Breeding officer
107	veterinary center staff
108	Public Reporter
109	Compartement Reporter
110	Vets Compartment
111	Compartement Champion

Manage : Manage Users : User Settings

Update User Permissions

This part of the website allows coordinators to set the permissions differently for each individual user according to their abilities, training or responsibilities. The example below shows the way the page is organised. The name of the user is identified at the top of the page. You can start typing the name and a drop down list of the closest options will appear.

The list of default permissions will differ according to the User Type the person has been assigned. Coordinators and vets will have a long list of permissions which are possible to change. Other users, such as pelsa, will have very few.

Individual user permissions can be changed from the default settings by clicking on or off the Allowed and Denied buttons.

Manage : Vaccination Programs

Create Vaccination Programs

Update Vaccination Programs

Manage : Surveillance Programs

Create Surveillance Programs

Update Surveillance Programs

Setting permissions

Users are assigned to one or more User Groups.

Each user group has a predefined (default) 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 may not have 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 low skills from this step. By setting the permissions differently for this para-vet he will still be able to send U and P reports but these will no longer require him to include a differential diagnosis - it will be more like a pelsa version of the message.

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

Permission types

Group permissions

Group permissions are set by Champions only. The permissions reflect the overall policy decisions regulating the use of the system. This is primarily done for security and data integrity reasons to ensure the system stays strong.

Every user group has group default permissions (which are applicable to the entire group) and a few of these are able to be set differently for the individual. This allows the system to respond to the differences between individual staff members and the way each kabupaten wants to manage them. Let's look at an example:

Registration permissions (matrix group structure)

Only certain users of iSIKHNAS are able to register new users. This is to ensure the system remains as secure as possible. Champions are the only ones with permission to change these settings. This example shows part of the list of user types which district coordinators are allowed to register.

Individual user permissions

A coordinator may adjust the user rights for individuals. This function allows the system to respond to the variety which exists between staff. Some staff are more experienced than others, some have more training, others are less capable and are awaiting further training. Here is an example of the flexibility a district coordinator has when managing iSIKHNAS user permissions.

Website permissions

The actions a person is permitted to do on the iSIKHNAS website is managed through the Website permissions. This is controlled by Champions. Some user groups, such as coordinators, have many features available to them. Others have very few possible permitted actions and may be restricted to only viewing certain data types. Changing these user group permissions will require a decision from the iSIKHNAS management committee.

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

• Using the data to support your monitoring role

• Management and support structures

• Roles and responsibilities of everyone involved

• Policy changes, technical issues and assistance with analysis

• Where to go for help

• Role and responsibilities of the coordinator

• How to motivate and reassure staff

• Monitoring the system

• Reacting to problems

• Dealing with questions, requests, problems, flaws

• Giving and sharing feedback

• Developing a culture of ongoing training

• Developing a strong network of village level reporters

• Signs recognition training

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

• 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.