The SAVIX MIS Setup and use 1 Architecture of the MIS 1.1 The main differences between the Excel MIS and the SAVIX MIS Differences 1: MIS with multiple Projects and linkage to the SAVIX website • The VSL Associates Excel MIS (Versions 1.0 to 4.04) was installed on a single computer at a single location. Any instance of the Excel MIS was restricted to one user and different Projects used separate instances of the MIS. Thís meant that aggregation and comparison of results needed electronic transmission of full MIS instances to a single location, where they could be aggregated at a particuar time (usually quarterly) The new SAVIX MIS is web-server based. This means that it can be accessed from any location worldwide, by any number of authorised users, simultaneously, if required. While restricted to a single country, an MIS is also not restricted to a single Project, and an unlimited number can be created under one MIS. Aggregation and comparison of results is ongoing, in real time. • The Excel MIS was used as the source of Project-level data posted to the SAVIX website (www.thesavix.org). This called for the creation of a datafile (using an in-built utility), and manual posting of the datafile on a quarterly basis to the SAVIX. This was a complicated process that called for skilled Administrators, usually at a continental level, to be responsible for data screening and Project-by-Project posting. The SAVIX MIS allows the user to link directly to the SAVIX website. This needs to be done only once and whatever data is entered is thereafter automatically updated every 24 hours on the SAVIX website. Illogical data is rejected at the time of entry, eliminating the need for centralised screening. Thus, the authority to post to the SAVIX is given to the Project Administrator (although this may be over-ridden by the MIS Administrator). By activating or de-activating the connection to the SAVIX, a Project Administrator can instantly post or remove a Project. Differences 2: Networks and user-defined fields • Projects that are in different MISs (and also in different countries) can be linked together in Networks. These are created by VSL Associates, at the request of a Network Administrator. Up to 20 User-defined fields can be created at the MIS level. This means that all Projects in an MIS share the same User-defined fields, which automatically appear in the data entry areas at the Project level. • User-defined fields can be created at the MIS level. This means that once an institution has defined the User-defined data that is important to its specific interests, the data-entry screens on all Projects in the same MIS will then show data entry fields for these data. Separate reports can be created for User-defined data by the individual Project Administrators and by the MIS Administrator. • User-defined fields can be created at the Network level in the same way as at the MIS level and separate reports for these data can also be created by the Network Administrator. 1.2 Basic architecture Basic Architecture 1: Levels in the MIS The system operates at three different levels: • The MIS. This is where the individual Project is created and its data stored. An MIS can house an unlimited number of Projects. The MIS Administrator is responsible for: • creating the MIS • creating individual Projects • creating User-defined fields (in addition to standard fields) for data that will be asked of all Projects. The MIS Administrator can open any Project in the MIS, but Project Administrators cannot open the other Projects. An MIS can only be set up for a single country and a single currency. • The Project. This is the basic unit of the MIS. It is where individual group data is entered and operational performance reports are generated, focused mainly on the performance of staff who have a direct responsibility for field operations. Each Project has its own Administrator (PA) and, optionally, its own Data Entry Officer (DEO). • The Network. A Network can be created by any third party, authorised by VSL Associates. It allows a Network Administrator to send invitations to any Project that is registered on the SAVIX MIS, in any country. It is mainly used by international NGOS to consolidate all of their Savings Group Projects either regionally or worldwide, but can also be used in a single country to link together Projects that are being implemented by different partners, each of which has created its own MIS. Basic Architecture 2: MIS and Project Administrators The MIS Administrator is responsible for setting up an MIS, setting up Projects , setting up User-defined fields and producing reports. 1 When an MIS is set up the MIS Administrator must create at least one Project (1). The MIS Administrator has a unique email address as their User-name. 2 Project Administrators must have different User-names, although passwords can be the same (2). For a detailed example of credentials, showing User-names and passwords for both an MIS and a set of Projects, see the next Power Point in this series under: The SAVIX MIS : The Role of the Administrator: Slide 4 2 Basic Architecture 3: Multiple Projects in a single MIS and user-defined fields The MIS Administrator can create an indefinite number of Projects (this is sometimes useful when wanting to split Projects into geograhically discrete zones). The MIS Administrator can also create userdefined fields. If this is done, all of these fields will appear in the data entry screens of each Project. User-defined data can be classified into categories and may also be optional or mandatory, as determined by the MIS Administrator. NOTE: If a usef-defined field is classified as mandatory, the dataset for the group cannot be saved unless the data field is filled in. Basic Architecture 4: Network of Projects in three different MISs A Network is created by VSL Associates, on request to [email protected], and may be set up for any appropriate institution, including implementers, Facilitating Agencies, donors, universities or professional bodies. A Network allows selected Projects in different MIS instances to be linked, so that they can be aggregated and compared. In this example, the Network consists of 5 Projects in 3 different MIS instances. A Network may be comprised of Projects in a single country, or in different countries. For this reason, financial results are automatically converted to $US. A Network must be set up using a unique e-mail address as a User-name. Basic Architecture 5: Network-defined fields in Network of Projects Like the MIS Administrator, the Network Administrator can also create Userdefined fields (called Network-defined fields). These can also either be optional or mandatory. If this is done, all of these fields will appear in the data entry screens of the individual Projects that have agreed to join the Network, The Network Administrator does not have access to MISlevel user-defined data. Basic architecture 5: Example of credentials created for an SG programme in Zimbabwe 1 1 1 2 2 3 3 4 It is important to create a table of credentials BEFORE setting up an MIS or Projects, so that if User-names and passwords are forgotten they can be recovered. This should be done by the MIS Administrator. In this case there were three Projects, implemented in different places. The MIS Administrator therefore created YSLA (1) as three separate Projects, GEEP (2) as 2 and Sponsorship (3) as 2. This enables geographic comparisons to be made. Albert used the same password for his two Projects as did Mwamba for his, but the User-names were different, in the case of each Project, modified by a single digit (4).