4_TheSAVIXMIS_DataEntry

Report
The SAVIX MIS Setup and use
4 Data entry
4.1 Group level data entry
Group-level data entry: General
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There are 5 types of data that can be entered into the MIS
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Static data. These are data that are collected and entered only once in the life of a group.
They never change, unless under exceptional circumstances.
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Cycle data. These are data that are collected at the start of a cycle. Usually there will be
no changes in these data until a new cycle starts, except for the status of the group
(Supervised or self-managed) and if the name of the person monitoring the group
changes.
•
Dataset. These are data that are regularly collected throughout the annual cycle, usually
every quarter. Any of these data (except the name of the group) may change
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User-defined data. These are data that are only required if the MIS Administrator has set
up User-defined fields (See PP 2.4: Creating User-defined fields). If no UDFs have been
created, no UDF data entry sheet will appear.
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Network-defined fields. These are data that are only required if the Project has agreed to
join a Network and if the Network Administrator has created Network-defined fields (See
PP 6.2: Creating Network-defined fields). If no NDFs have been created, no NDF data entry
sheet will appear.
Group-level data entry: general (cont.)
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Data can be entered EITHER by the Project Administrator, OR the Data-entry Officer. The
Project Administrator has access to the Configuration screens, while the DEO does not.
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The DEO can only:
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add trainers and render them active or inactive
create groups
enter and edit data
delete groups
prepare and print reports
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The Project Administrator can:
• do all of the above
• change the Configuration settings
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Data collection forms in 5 languages (English, French Kiswahili, Portuguese and Spanish) can
be downloaded from the SAVIX website, under the `Resources´ tab. These are in Excel but will
need to be customised by users, to incorporate User-defined fields and Network-defined fields.
They use the exact same terms that appear on the data entry areas of the SAVIX MIS and appear
in the same sequence,
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A thorough training should be given to all who collect data and close supervision of data
collection and auditing is essential for several months: bad data is the single biggest issue that
we face. It is not recommended to use Village Agents to collect data, which should be done
quarterly.
Group-level data entry: Static data 1
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2
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In this case we have shown the Project opened by the Project Administrator. (S)he clicks on `Data entry´ (1) and then `Groups´(2). There are no
groups showing since this is the first time the PA has entered data on any groups. The PA then clicks on `Add new Group´ (3).
Group-level data entry: Opening the Static data screen
This screen shows the
static data fields for a new
Group.
Once these data have been
entered and saved they will
probably never need
editing again, unless the
name of the group
changes (in which case it
is better to erase the group
and re-create it) or if the
physical location changes
as listed on the GPS coordinates (Latitude and
Longitude).
GPS data are optional, but
can be used to create a
Google map of all groups
in a project.
1
Group-level data entry 4a: Entering Static data
This screen shows the
static data fields partially
filled in.
The person entering data
(in this case the PA) first
enters the name of the
group and then clicks on
the drop-down arrow in the
`Group trained by´ field (1).
1
2
This produces a list of
people who are qualified to
create and train groups,
and comes from the
Trainer table, created on
Project setup. This
includes all paid Field
Agents and all Village
Agents of all types.
The PA then clicks on the
name of the person who
originally trained the group
in how to become a
savings group.
Once the PA clicks on the
name of the Trainer, the
system identifies their
status (in this case Field
Officer (2)).
Group-level data entry 4b: Entering Static data and including a Google map
This screen shows the static data fields completed.
In addition to the mandatory fields (the first 4) it is possible to
enter GPS data. The default for this is using GPS decimal
data. If other systems are used the PA clicks on `Convert from
Degrees, Minutes, Seconds or GPS format´ and follows the
instructions. In this case the user has entered the data and
clicked on the checkbox entitles `Show maps on load.´ When
this is done the user will see the Google m,ap and can zoom in
and view it either in map or satellite format (see below). Once
this is completed the PA presse the `Save´ button (not
shown).
Group-level data entry 4c: Determining whether or not to add a Dataset
Once the PA activates the `Save´ process a
`Warning´ message appears (1), asking the PA if
(s)he will be asked if they wish to add a dataset.
In most cases group data is collected no earlier
than the date on which savings begin, so in
nearly every case there will be additional data to
add. Some programmes, however, seek to
register their groups at the earliest possible
opportunity in order to meet benchmarks for
group creation.
If the PA decides not to, the data here will be
saved but no results will appear in any reports,
except where data will be included in the total
number of Members and total number of
Groups.
In the case of this example, the PA
presses´`Yes.´
1
Group-level data entry 5a: Entering Cycle data
This screen is for the entry of Cycle data, which is
normally gathered at the first visit of the Group
Monitor/Trainer after the start of the cycle, usually when
savings have started.
Static data has been transferred automatically from the
Static data fields, showing the Group name, the status of
the group (in this case `Supervised´ (1) and the number of
Registered Members who existed at the start of the cycle.
(2)
Apart from the name of the group, data in both of these
cells can be edited, since, if this group is entering a
second cycle, or if the data is being gathered long after
the group was first registered, these may have changed.
It is assumed that the group will not change its name.
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2
Group-level data entry 5b: Entering cycle data
This screen shows the Cycle data filled in.
NOTE: Pay particular attention and ensure that the cycle
number is reviewed and changed if needed (1). It is
common for people who collevct data not to pay attention
to this, which diminishes the value of analysis by cycle.
NOTE: Make sure that the name of the person monitoring
the group is correct. Some programmes have groups set
up by a Field Officer but monitored by a different person.
In this case the person monitoring the group is the same
as the person who originally trained the group (2)
NOTE: Pay particular attention to `Savings re-invested at
start of cycle.´ (3) This is the total amount of money that
members carried over as their personal savings from the
previous cycle.
1
2
3
4
NOTE: Property at start of cycle (4) is the value of the
physical property owned by the group at the start of the
cycle, not including any cash. The value of this property
is listed only as the purchase price paid. No depreciation
or appreciation is estimated.
Once this table is completed do NOT press the `Save´
button but click on the `Dataset´ tab. The complete array
of data (Static, Cycle, Dataset and UDF/NDF)is saved only
when the user has filled in all tables.
Group-level data entry 6a: Entering main Dataset (1 0f 2)
This screen shows the first 10 data fields for the
main Dataset.
1
NOTE: The definitions for each of these fields can
be found in the accompanying `Data Definitions –
English´ to be found on the `Resources´ page of the
SAVIX website (www.thesavix.org)
NOTE: Pay particular attention to ensuring that data
is collected for this sheet at the end of the meeting
and before the box is locked, so that the final result
of all transactions is captured.
NOTE: The `Show descriptive hints´ checkbox (1) is
shown marked. This is a utility that gives
explanatory notes for each of the data items if the
cursor is rolled over the cell. It can be switched off
by removing the chackmark.
Group-level data entry 6b: Entering main Dataset (2 0f 2)
This screen shows the final 6 data fields for the main
Dataset.
NOTE: Pay particular attention to understanding the
term `Dividends paid this cycle (1).
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2
This does NOT refer to the money shared out at the
end of the cycle. It refers to the total money that was
paid out to members, before the main (usually
annual) share-out. It is a cumulative figure. The
purpose of including this data is to allow groups that
do not share out, but pay periodic dividends to their
members to note how much money has been
returned to members DURING the cycle and
BEFORE the share out. This sum is NEVER included
in the sum shared out to members (because they
have already received it. For most time-bound SGs
that share out all of their capital annually, dividends
are hardly ever paid. This datum is mainly included
so that Indian SHGs can use the system.
NOTE: The `Is this an end-of-cycle share-out
(distribution) meeting´ checkbox (2), is intended to
indicate if the meeting at which the data was
collected was a share-out (distribution) meeting at
the end of the cycle. It is included to make it
possible to analyse performance of groups by cycle
and thus track for the longer term, the average endof cycle performance, to see how this may be
changing.
Group-level data entry 7: Entering User-defined data
This screen shows the User-defined data
fields created by the MIS Administrator
(see `The role of the MIS Administrator
2.4.´)
NOTE: The data fields are automatically
incorporated into the data entry pages
when set up by trhe MIS Administrator. In
this case all of the fields are shown as
being optional (1). If they are mandatory,
the dataset cannot be saved unless the
fields are filled in. This is indicated by the
absence of the (Optional) notation and by
the text appearing in bold font.
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3
NOTE: Each of the User-defined categories
(Gender, Age and Group quality) appears
with a numerical prefix (2). This is done
when the MIS Administrator creates the
MIS. By using a numerical prefix the
categories appear in an order chosen by
the MIS Administrator. If this is not done
then the system defaults to an alphabetical
list.
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2
2
Similarly, all of the Data items have been
provided with an alphabetical prefix. This
is done in order to ensure that they appear
in a sequence determined by the MIS
Administrator, and one that goes across
categories (because, if they are chosen to
appear side-by-side in reports, they must
have a unique letter prefix).
Group-level data entry 8a: Single group registered on the system
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Once the data is saved the user is taken directly back to the `Groups´ page. In the example above the group `Umoja´is listed as now registered.
The system also displays the name of the person who is monitoring the group (Julia Majara) and the group‘s status (Supervised)
The system automatically creates a number for the group (0001) (1). Once used, this number will never be used again, even when a group is
erased from the system. This ensures that group numbers cannot mistakenly be duplicated. It is, however, important that this number is
provided to the Trainer so that group records can be updated.
On the right hand side two buttons appear. `Add Dataset´ (2) and `View Datasets´ (3).
When the user clicks on `Add Dataset´ the system will take him/her back into the data entry screens, but directly to the Cycle data screens and
not the Static data screens, since the Static data is highly unlikely to need editing. If the user wants to edit the Static data they can do so by
clicking on `View Dataset´
The slide on the following page shows this project with all of its groups registered.
Group-level data entry 8b: Multiple groups registered on the system
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Once the data is saved the user is taken directly back to the `Groups´ page. The group is listed as now registered, and notes the person who is
monitoring the group (Julia Majara) and the group‘s status (Supervised)
It will also be noticed that the system has automatically given the group a number (0001) (1).
On the right hand sidetwo buttons appear. `Add Dataset´ (2) and `View Datasets´ (3).
When the user clicks on `Add Dataset´ the system will take him/her back into the data entry screens, but directly to the Cycle data screens and
not the Static data screens, since the Static data is highly unlikely to need editing. If the user wants to edit the Static data they can do so by
clicking on `View Dataset´
The slide on the following page shows this project with all of its gropups registered.
Group-level data entry 9: Single dataset stored under single group name
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When the usert clicks on `View Dataset´ (previous slide) they are taken to the place in which the datasets on an individual group are stored. The
name of the group appears on the top-left (1) with a date suffix that notes the date of which the group was formed (in this case 04/05/2014). As
more datasets are created for this group, they will be added to this page.
Group-level data entry 9b: Multiple datasets stored under a single group name
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2
This is a page taken from another, much older project, in which the group was formed in October 2012 (1).
Since then, data has been collected 6 times, most recently on the 2nd February 2014 (2). The group has completed one cycle and is half-way
through the second
Any of these datasets can be edited or examined at any time by clicking on the `Edit´ symbol (3)
Any dataset can be deleted by clicking on the large red `X´ symbol (4)

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