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.

Key coordinator functions and challenges

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.

• Using the data to support your monitoring role
• Helping others to use the data more effectively for better animal health outcomes
• Understanding and respecting the iSIKHNAS philosophy, management and support structures, and using the help and tools available
• Understanding the roles and responsibilities of everyone involved and helping them to achieve their potential
• Providing recommendations for policy changes, technical improvements and assistance with analysis
• Motivating and reassuring staff
• Developing a culture of ongoing training
• Keeping the data up to date and ensuring that reporters are helped to submit the best quality data possible

Adapting to future change

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.

Changes you can expect over the coming months include;

• Increased data as roll out takes effect
• New functions and improvements on the Website
• Increase in the number of reports, charts and other analyses available
• New mapping capabilities
• Additional material on the iSIKHNAS wiki to assist you with your training responsibilities.

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.

Read more...

District coordinators - in more detail

District coordinators have many responsibilities but iSIKHNAS provides tools to support this key role.

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Using the iSIKHNAS Website for Administration and Monitoring

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. Read more about passwords - they are the real 'gate keepers' which keep our system secure.
• 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.

Read more...

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.

Read more...

Tools for coordinators

Training

Coordinators have the responsibility for planning and conducting the ongoing training of staff in how the system operates and all of its relevant functions.

Visit the iSIKHNAS Training Centre for Coordinators and Trainers

User registration

Coordinators have the responsibility for overseeing the registration of new users.

• Registering new users using a mobile phone or website
• Registering many new users using a spreadsheet upload to iSIKHNAS

Standard operating procedures

Coordinators will need to be fully aware of the system's data codes, SMS formats, data standards and standard operating procedures for SMS-based reports.

Pesan SMS informasi : SMS Information sheets Kode-kode sistem : iSIKHNAS Code lists

Use of the data

Coordinators need to be competent users of the iSIKHNAS website and in particular of how to access data from the site. Coordinators should use the Reports section of the iSIKHNAS website heavily for a variety of different purposes, but also, very importantly, help and encourage others to explore, become familiar with and use this data.

Reports to monitor and support staff

• Reports available via the website
  • How to interpret the data
  • How to support staff to encourage improved work and service
  • How to set realistic goals and see if your team are achieving them

Reports to use in improving animal health

• Reports available via the website
  • How to interpret the data
  • Using the most valuable parameters

How to ask for a new report to be made

• • Defining your question
  • Making sense of the outputs
  • Printing reports, editing Excel files

Other ways to use and share data

• SMS alerts, queries
• Routine reports via email
• Excel downloads

Monitoring the system

• • Building a routine for your monitoring role
  • Reacting to problems
  • Dealing with questions, requests, problems, flaws
  • Giving and sharing feedback

• Other surveillance tools
  • Pattern detection
  • Technical courses for staff development - surveillance, disease investigation, field epidemiology are the first to consider providing to your staff.

Administration

Interface

Menu system

Menu system by Group User

News stories

Reference codes

Kode-kode sistem : iSIKHNAS Code lists

Message formats and SOPs

Pesan SMS informasi : SMS Information sheets