The SAVIX MIS Setup and use. 3 The role of the Project Administrator in setting up a Project. 3 .1 Create and maintain a table of Trainers. Create and maintain a table of Trainers 1: General
3 The role of the Project Administrator in setting up a Project
It is vital that in setting up a Project, the Project Administrator respects this classification and does not confuse the status of the various types of Trainer and what they do.
This schematic is a visual representation of the Trainers and Supervisors in a hypothetical Project in Tanzania. It shows that the Project Manager is un-named (and is excluded from the table of Trainers in the SAVIX MIS). It shows that there are two Supervisors (1), 6 Field Officers (2) and 7 Village Agents (3). The table on the following slide shows how this looks when entered in the SAVIX MIS
NOTE: No group data can be entered without the name of at least one FO, VA or Apprentice. The FO is mandatory (since they are either creating groups or supervising Village Agents), but Supervisors and Village Agents are optional. Apprentices are excluded from this table because they are not used in this Project
When the Project Administrator opens the MIS using his/her credentials, the top right hand of the screen shows that the system was opened by the Project Administrator and also displays the User-name(1). The system also shows the name of the MIS and the name of the Project.
The screen also shows that there are 3 tabs. By default it opens at the Reports screen (2). To create a Table of Trainers the Project Administrator opens up the Data Entry screen (3)
When the Project Administrator opens the Data Entry area of the MIS, two tabs appear: `Groups´ and `Trainers/Supervisors.´ By default, this opens at the `Groups´ data entry area. To enter data on Trainers (i.e. To create a Table of Trainers), the Project Administrator clicks on the `Trainers/Supervisors´ tab (1)
When the Project Administrator opens the `Trainers/Supervisors´ tab the screen above appears. No Trainer information has been entered. To begin to build the Table of Trainers, the Project Administrator first starts with Supervisors, then with Field Officers, then with Village Agents and finally (if included) with Apprentices. This is done so that as the Project Administrator goes down from Supervisors, to FOs and VAs, the people who are supervising the lower level Trainers already have their name in place, which can then be linked to the Trainer in question. To enter data on Trainers (i.e. To create a Table of Trainers), the Project Administrator clicks on the blue `Add Trainer/Supervisor´ button.
There are 6 data entry fields below.
The first 4 (Name, Gender, Role and Supervisor) are default. (1,2,3)
The Telephone number field (4) was created by the MIS Administrator when setting up the Trainer User-defined fields and is optional.
The `Village of FO´ field (5) was set up at the same time, but is mandatory. This is indicated by the absence of the (Optional) suffix and by the use of bold type.
The next screens show these fields filled in for a Supervisor
The Supervisor‘s name and gender are entered.
The next field (Role) allows the Project Administrator to select from among 4 possible categories:
The Project Administrator has selected `Supervisor´
This shows the final appearance when the data for a Supervisor is entered.
NOTE: Because Supervisors are at the top of the Trainer hierarchy, the `Supervisor´ field is automatically inactive and left blank (1). When this is complete, the Project Administrator presses the `Save´ button
The system automatically takes the Project Administrator back to the main Trainer/Supervisor table and shows the name of the Supervisor and indicatzes that this person is active in the Project. The green bar shows that the data has been saved in the database (1).
NOTE: Use special care when creating this table: the names of Trainers cannot be erased, but may only be rendered inactive. This is because even if a Trainer has left the Project, their name must remain as the original Trainer of their groups when they were working for the Project.
The screen on the following page shows the table with both Supervisors‘ names entered.
When the Field Officer‘s name and gender are entered, the system then needs to know who is the FO‘s Supervisor.
By clicking on the `Supervisor (Optional) dropdown (1), the system will only display the names of Supervisors. The Project Administrator then selects the correct name - in this case Nelly Otieno (2) - and then completes the rest of the data entry fields.
In this way all of the Field Officers that are Project employees are entered. Once this is done the table will appear as per 9b on the following slide
The table of Trainers that includes both Supervisors and Field Officers is shown, with the person supervising each Field Officer listedwith the name of his/her Supervisor (1).
After the Village Agent‘s name and gender are entered, the `Village Agent´ role is then selected from the drop-down list of Trainer types. An aditional window opens up that asks the Project Administrator what type of Village Agent the Trainer is. There are 4 choices:
In the example the Village Agent is described as `Group paid Agent´ (1)
When the type of Village Agent has been selected, the Project Administrator then selects the name of the person directly supervising the VA from a dropdown list (1)
In the case of a Village Agent, the direct manager of a VA is a Field Officer, and the drop-down list of names excludes all higher-level Supervisors and only lists Field Officer names. (1)
A Village Agent must have a Field Officer as a manager: a Village Agent‘s data cannot be saved if there is no Field Officer to monitor the VAs work. A Supervisor‘s name cannot be linked to a Village Agent.
The completed table of Trainers and Supervisers is displayed.
There are two types of Village Agent listed:
Once the Project Administrator has completed this table data may be entered either by the Project Administrator or by the Date Entry Officer
Sometimes a Trainer will leave the Project or be transferred to other duties. If a Trainer is no longer active in the role of Trainer the Project Administrator cannot erase the Trainer‘s name, but can make him/her inactive.
This is done by clicking on the `edit´ symbol in the table of Trainers and then activating the drop-down list in the `Trainer/ Supervisor status´ field and selecting `inactivè´ This process can ber reversed at any time and the Trainer‘s role can also be changed, as needed.
Once the `Save´ button is pressed, a warning appears, asking the user to confirm this choice. This is important, because by rendering a Trainer inactive, all of the Trainers below him/her will no longer be showing as supervised. To assist the Project Administrator to idebtify the Trainers that have become de-linked, the rows on which their namkes appear will be shaded blue, as seen in the next slide
This shows that Peter Kimani is inactive (1). It also shows that Esther Nganga and Wilfred Keen are no longer connected to a Field Officer (the cells are blue (2)). As a result, their groups will not show in Supervisor or FO reports since there is no FO to connect them to the correct Supervisor.
The Project Administrator should either link the two VAs to an existing FO, or recruit a replacement FO, who takes over supervision of the VAs.
The Project Administrator should review and update the linkages in the Trainers table at least once every quarter
The MIS Administrator gets access to the individuial Project configuration screens by logging on as MIS Administrator and then clicking on the `Projects´ tab. (S)he then clicks on the `Edit´ checkmark (1) of the relevant Project. This will take the MIS Administrator to the Configuration screen of the selected Project
The MIS Administrator can now re-edit all of the configuration settings created on Setup, except for the name of the Project, the name of the Country and the name of the Currency
The Project Administrator logs on using the Project Administrator user/name and password.
(S)he then clicks on the `Configuration´ tab (1) on the opening screen and gets access to all the configuration utilities, which appear exactly as they do to the MIS Administrator,
In the same way, the currency and country information cannot be changed