Manual for Coordinators

iSIKHNAS Co-ordinator Manual

Introduction

Basic founding principles of iSIKHNAS

As any system matures, it is valuable to keep in mind of the founding principles upon which it was designed and built. iSIKHNAS will become the backbone of all Indonesia's efforts to improve animal health, secure the livelihoods of livestock owners and ensure good management of production and food supply in the country. It was designed and built in careful collaboration with a wide range of dedicated staff working for improved animal health in many different regions.

iSIKHNAS was designed so that it should;

• be flexible, user-friendly, sustainable and bring benefit to all of its users.
• meet the needs of users from as many sectors of the livestock industry as possible.
• use appropriate technology and not require great change to existing systems.
• integrate existing systems to facilitate the collaborative use of data.
• simplify and ease the data entry burden and ensure the rapid availability of data from the field.
• recognise the vital contribution each user plays in the transfer of information.
• provide benefit and good service to all its users.
• make all data widely and freely available for decision making at all levels and for a multitude of purposes.

As a system coordinator, your leadership and guidance will help to ensure these principles remain fundamental to the system and its users. iSIKHNAS is not a data collection tool but an integrated system which will empower its users with access to relevant, up to date information rapidly and cheaply so that they can concentrate on core activities. As a coordinator, you are part of the new animal health service which is built on good relationships, clear and timely communication, leadership and support.

Whilst much effort has been gone into minimising change, the new iSIKHNAS will inevitably bring about some change for all staff. Every coordinator will have to be equipped to chaperone newcomers to the system, assist in training and system operations, offer support by telephone and email, monitor reporting, errors and address weaknesses. Staff should be congratulated and thanked, given positive reinforcement for their successful engagement with the system and assisted wherever there are difficulties. Collaboration with livestock owners and their communities should give benefit or have positive outcomes at every interaction. At every step, we should remember that this is a system for providing a service to all its users equally. If everyone contributes with this in mind we will all benefit.

iSIKHNAS coordination and management model

The management of the iSIKHNAS animal health information system will be overseen by a committee appointed by the Director General of Animal Health and Livestock Services. This committee will comprise senior representation from key stakeholder groups including Production, Veterinary Public Health, Drugs Administration and Quarantine, for example.

The management committee will be supported by the technical expertise provided by the System Administrators (Champions) and the Epidemiology Advisory Panel (Epi Leaders).

Key subsectors involved in certain specialist areas such as Production and Public Health will appoint coordinators to lead the oversight and training of officers involved in these activities.

Each administrative level will appoint a coordinator appointed and that person will be given detailed training in the use and oversight of the system. This will mean that every region, province and kabupaten will have a designated iSIKHNAS coordinator. Some areas may choose to share the coordination between two or three staff members to ensure that the system is monitored and users are supported at all times.

Roles and responsibilities:Regional and Provincial coordinators

Regional and provincial coordinators play an important leadership, support and system oversight role.

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Roles and responsibilities:District coordinators

District coordinators play a vital leadership, support and system oversight role at the district level. They train, motivate and support their dinas staff and all other users enabling everyone to work efficiently and effectively.

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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.

Roles and responsibilities: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.= Use of the website for administration and coordination

Using the iSIKHNAS Website for Administration

A few important things to remember about the website.

Security

• Every user must be registered before they can be given access (a password) to the iSIKHNAS website. The password ensures the website remains as secure as possible. The data on the website should never be shared with anyone without authorisation.
• The website automatically logs a user out after a certain time of inactivity. So if you leave your desk for a while and return, you will probably find that you will have to log back in to the website. This is done for security reasons.

View

• Every user will have a different view of the website and different access rights to parts of the website according to their assigned User Type and Location.
• This acts to simplify the site for users and adapt it to suit each user's core interests and responsibilities.
• The site will change over time. Features will be improved, new features added and new reports created - users should be prepared to adapt to the changing face of the system.

Manage

The Manage menu allows coordinators to create, update and manage users and special programs such as for vaccination and surveillance, as well as managing infrastructure and location data.

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Using the iSIKHNAS website for Monitoring

Reports

The Reports menu provides access to the database for animal health and staff monitoring purposes. It allows coordinators to view reports and analyses in various formats, as well as download raw data.

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District coordinators

Roles and Responsibilities: District coordinators

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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
  • iSIKHNAS modules
  • Staff development courses available

• 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

Administration

Interface

Menu system

Menu system by Group User

Generate Interface

News stories

Reference codes

• Diseases

• • Species

• • Signs

• • Animal types

• • Syndromes

• Laboratory

• • Testype

• • Laboratory sections

• • Submission reasons

• • Submitter types

• • Specimen forms

• • Age units

• • Test methods

• • Test targets

• • Qualitative findings

• • Units for quantitative findings

• • Uncertainty types

• • Test results

• Drugs

• • Drug class

• • Drug types

• • Drugs

• Production

• • Straws

• • Colour

• • Animal purposes

• • 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