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
The MIS is designed to measure the performance of Projects and the Trainers who are
responsible for creating and supervising savings groups. The old Excel MIS allowed the
user to set up the system to analyse either the performance of Trainers, or, alternatively, the
performance of geographic zones. With the SAVIX MIS, the performance of geographic
zones is still possible by setting up Projects piece-by-piece in different geographic zones
and then combining the results, but the basic focus of performance analysis is the Trainer
and, at the Project level, the choice of Geographic Zone and Trainer has been eliminated.
This is because users of the Excel MIS often made mixed choices: selecting a Geographic
approach but entering data on a FO by FO basis.
Types of Trainer. In the Excel MIS data was entered on sheets that were created for paid
Project staff called Field Officers (FOs), by name. If groups were trained by Village Agents
(VAs), the data on their groups was entered in the FO sheet, with the type of VA being
selectable (but not by name). In the SAVIX MIS there are 3 classes of Trainers: FOs, VAs and
Apprentices (community-based Trainers who are selected and supervised by VAs). These
people are identified by name. In addition, it is possible (but optional) to include
Supervisors, also by name.
Create and maintain a table of Trainers 1b: General
Who creates groups and gathers data? The SAVIX MIS assumes that Supervisors do not
create groups or gather data. This work may only be done by FOs, VAs and Apprentices.
What is the hierarchy of Trainers? The SAVIX MIS assumes that FOs manage VAs. It also
assumes that VAs manage Apprentices (although this category is mainly used by CRS)
The system will not allow data to be entered until a Table of Trainers has been created. This
not only names all Supervisors, FOs, VAs and Apprentices, but shows who is monitoring
whom. Thus, it shows:
• the names of the VAs who are monitoring specific Apprentices
• the names of the FOs who are monitoring specific VAs and
• the name of the Supervisors who are monitoring specific FOs.
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.
• A Supervisor does not create, train or supervise groups, but only manages Field Officers
• Field Officers are paid Project staff with a formal employment contract
• Village Agents are Trainers drawn from the community. They might be paid a stipend by
the Project but are not employees and may be paid by the group or work without pay
• Apprentices work under the direction of Village Agents and expect to become Village
Agents in due time. They may be paid by the VA or by the group
• Spontaneous. This is a classification that indicates a group that was self-trained
Create and maintain a table of Trainers 1c: General
The table on the following page shows a typical set of Trainers for a small Project and their
relationship. It shows that there are two Supervisors, 6 Field Officers and 5 Village agents.
This indicates that this is a young Project, because, normally:
• A Supervisor will have at least 6 Field Officers working under them.
• A Field Officer may be responsible for between 5 and 10 Village Agents, and
• each VA may be responsible for 1 or 2 Apprentices.
Create and maintain a table of Trainers 2: Schematic of Trainers and Supervisors
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
Create and maintain a table of Trainers 3: The Project Administrator’s home page
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)
Create and maintain a table of Trainers 4: Data Entry options
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)
Create and maintain a table of Trainers 5: Blank Trainers/Supervisors data entry sheet
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.
Create and maintain a table of Trainers 6: Blank Trainers/Supervisors data fields
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
The next screens
show these fields
filled in for a
Create and maintain a table of Trainers 7a: Supervisor data entered
The Supervisor‘s
name and gender are
The next field (Role)
allows the Project
Administrator to
select from among 4
possible categories:
Field Officer
Village Agent
The Project
Administrator has
selected `Supervisor´
Create and maintain a table of Trainers 7b: Supervisor data entered
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
presses the `Save´
Create and maintain a table of Trainers 8: Supervisor data saved
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.
Create and maintain a table of Trainers 9a: Field Officer data entered
When the Field
Officer‘s name and
gender are entered, the
system then needs to
know who is the FO‘s
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
Create and maintain a table of Trainers 9b: Field Officer data saved
The table of
Trainers that
includes both
Supervisors and
Field Officers is
shown, with the
supervising each
Field Officer
listedwith the
name of his/her
Supervisor (1).
Create and maintain a table of Trainers 10a: Village Agent data entered
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:
Group paid Agent
(the agent receives
money from the SG)
Unpaid Agent (the
Agent is a
Agent unknown if
paid (the Project
does not know if the
Agent is paid by the
group or not)
Project paid Agent
The Project pays
the Village Agent a
financial incentive
In the example the
Village Agent is
described as `Group
paid Agent´ (1)
Create and maintain a table of Trainers 10b: Village Agent data entered
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.
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.
Create and maintain a table of Trainers 10c: Village Agent data saved
The completed
table of Trainers
and Supervisers is
There are two
types of Village
Agent listed:
• Group paid
• Unpaid.
Once the Project
Administrator has
completed this
table data may be
entered either by
the Project
Administrator or
by the Date Entry
Create and maintain a table of Trainers 11a: Making a Trainer inactive
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
cannot erase the
Trainer‘s name, but
can make him/her
This is done by
clicking on the `edit´
symbol in the table
of Trainers and then
activating the dropdown 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
Create and maintain a table of Trainers 11b: Making a Trainer inactive
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
Create and maintain a table of Trainers 11c: Making a Trainer inactive
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
should either link
the two VAs to an
existing FO, or
recruit a
replacement FO,
who takes over
supervision of the
The Project
should review and
update the linkages
in the Trainers table
at least once every
3.2 Confirmation of Configuration settings
Confirmation of Configuration settings 1: General
The initial configuration of the system is done by the MIS Administrator. When creating the
first Project the MIS Administrator enters information on the following:
Currency and country
Name of donor
Name of Facilitating Agency
Choice of whether or not to share data with the SAVIX
Project cost
Project start and end dates
Narrative description of the Project
Other services offered by the Project
Project locale
Identification of a previous version of the same Project on the SAVIX in order to integrate old
data with imported and new data
• User-names and passwords of the Project Administrator
• User name and password for access to the mobile `phone data entry API
Confirmation of configuration settings 2: MIS Administrator Configuration screen access
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
Confirmation of Configuration settings 3: MIS Administrator Configuration screen access
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
Confirmation of Configuration settings 3: Project Administrator Configuration screen access
The Project
Administrator logs
on using the Project
user/name and
(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
In the same way,
the currency and
country information
cannot be changed

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