Manual for Coordinators

Revisi per 21 Juli 2014 09.13 oleh Catriona (bicara | kontrib) (Individual user permissions)

Use of the website for administration and coordination

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

Manage User Menu

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

Create a new data user form

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

Active field
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 Tab button.jpg 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
Password.png

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.

Auto password IND.png

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!
Grab the first of each piece, 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.

Find location 2.png

When you have finished click OK.

Location sinjai.png

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

Region Sulawesi.png

Loc Sulawesi.png

The provincial coordinator for Sulawesi Seletan would be assigned like this

Province SulSel.png

Loc SulSel.png

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

Kecamatan loc.png

Loc kec sul sel.png

And so on

A village reporter (Pelsa) would be assigned as follows

Desa Tassililu.png

Loc Tassililu.png

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

Multi area of responsib.png

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.

Assign User Type.png

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

Assign more than one user type.png

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


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
Manage permissions user groups.png
Create user group.png
Permission types
Manage permission types.png
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:

Example group permissions.png
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.

Matrix Group Structure.png
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.

User permissions Iwan.png
Website permissions
Website permissions.png
Website permissions district coordinators.png

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.