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PIMS Module 4 – M&E /ICT Platform Overview

A user-focused model for improved results

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Platform Vision

Vision

The PIMS M&E System will:

• Enable CRS staff to achieve greater program impact and answer questions about what the Agency is doing and about the impact of its operations.

• Provide a standard tool set that will increase cost effectiveness, efficiency and will create economies of scales when used across multiple projects.

• Provide CRS staff access to the Agency’s institutional knowledge by providing an M&E system that is universally used across our projects.

• Allow CRS to differentiate itself in the NGO and donor communities by enabling quick response and by providing evidence of the effectiveness of our program delivery.

• Provide a tool set that is flexible and expandable and can be used by any type of project with additional devices and software solutions added when needed

Data for planning, decision making and adaptive management

Project Team

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M&E Dashboards

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Raw/Aggregated Datafrom Paper Based Forms

3Mobile Data Store

End-to-End M&E Capabilities

Processes: ProPack, PIMS Project Definition & SMILER

Selected ProjectM&E Forms

Tools: M&E Forms by subject & Start-up Kit

GIS DepictionM&E Reports

M&E Managers / Project Staff

M&E Detailed & Aggregate Data

Data updates via Web Interface

SharePoint Portal

Stakeholders

Project Definition 2

Services

Beneficiaries

Facilities & Infrastructure

Field Agent / Community Worker

Automated Data Collection

Data Validation& Storage

Data Representation5 Data Dissemination

6 Data Analysis & Decision Making

SMS Reminders

Technology Components

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Devices Software Data Management Reporting

• iPod Touch devices that can be outfitted with ruggedized cases.

• Android* & SMS enabled devices

• Barcode scanner to load registration barcodes in forms

• GPS to capture location information

• Solar Chargers to allow for extended hours in the field

• iFormBuilder: installed on iPod Touch. Provides pre-defined forms in a library to capture Project, Beneficiary & Services data.

• DataWinners*: Software that will provide SMS data collection capabilities for smart and feature phones.

• iFormBuilder Database: data collected via iForms are automatically uploaded to the iFormBuilder database once an internet connection is established

• M&E Detail Database: From the iFormBuilder database detail data is validated and loaded into an SQL database structured for reporting and aggregation.

• Klipfolio: takes data from the SQL Database to create consolidated reports & dashboards, aggregated at different levels

• ArcGIS: uses GPS data to provide GIS mapping capabilities

• Portal*: internal CRS users and external Partners will be able to access reports via a Portal.

* Part of a future release

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Costs

devices• iPod $188• android phones $100• feature phones $20

accessories• external gps $80• ruggedized cases $25-50• solar chargers $300• mini server $600• mifi $80• bar code scanner $197• licenses (iform/klipfolio/datawinners) $5/ $7/ $299 USD

M&E EARO Pilot – Existing Forms

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ADDITIONAL FORMS

16 Baseline Forms – Deployed as of January ‘13

Form Identification Process

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SMILER Workshop

Identified Indicators, attributes, form and

report needs

M&E Form Library

Fit Gap Analysis

1. Forms to be re-used2. Forms to be updated3. New Forms

Changes to SQL DBProject-specific Forms

Project Changes

The diagram below depicts at a high-level the steps that a project will go through to review, identify, and complete project-specific changes to create their forms:

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What Was ReviewedA number mobile devices were assessed:

– Android devices– iOS devices – Notebooks

A wide range of software solutions were evaluated: – Microsoft Excel– Microsoft Access – Dimagi Commcare– Open Data Kit– DataWinners– Frontline SMS– Poi Mapper– Magpi

Lessons learned from previous ICT4D projects were taken into account:– Seed Fair Management System – Central Africa Republic– Knowledge, Attitudes and Practice Malaria Survey – Sierra Leone – Catholic Health Providers Management Information System – India – GLCI Project – EARO & CARO

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Device and Form Selection Criteria

Devices:– Devices are easy to use and can be equipped with GPS and barcode scanners – Excellent user interface – Durable hardware, very low failure rates– Strong memory and operating system

Forms: – Forms can be developed following the CRS data model – Forms require little technical knowledge & are easily customizable– Forms offer advanced data validation features– Online & offline modes are available– Affordable price model – Excellent vendor support

Overall System Considerations:– An achievable solution that provides the starting point and foundation for the system– Expandability for additional devices and software solutions– Cost effectiveness, efficiency and scalability

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Current System Features• Data Collection Forms and User Interface:

– iForm interface for the iPod allows for easy data collection – 16 forms available to the pilot users to capture registration information as well as an initial set of service delivery

items– Web interface for creation of new forms and for data viewing, filtering and cleansing

• SMS Platform:– Data collection on feature and smart phones– SMS communications with bulk phonebooks

• Database: – A flexible relational database model that can be extended and to be linked to other data sources in the agency – Changes made via iForm or on the web client are automatically reflected in the aggregate database

• Reporting and Maps: – Access to Dashboard and reports that can be viewed at project level and aggregated at the country, regional, global

and sector levels– ArcGIS Online integration with the database

• Security: – User-based roles for data collection – Data is encrypted during transmission and while at rest on the mobile devices

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Pending EARO Features• Data:

– Extension of the forms, database model & SQL integration to include additional forms in other program areas such as Health as well as baseline/impact surveys.

• Form Library: – Ability to choose the forms to be used for a given project from a Sharepoint

site

• Portal:– User-defined access to all tools in one location: iformBuilder, DataWinners

SMS, Klipfolio, ArcGIS– Access to custom reports and Dashboards– Access to reports for Partners

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Proposed Future Features

Integration:Integration with CRS Master Data (PIMS)eBudget (via PIMS)JDE (via PIMS)Supply Chain Management

Devices: Access on Android devicesAccess via laptops/desktops (Excel Uploads and Web-based forms)

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M&E ICT System

PIMS M&E ICT System Agency Roll-out

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PIMS M&E/ICT Roll Out Process

1. Regional Road show: to present and validate the EARO system and requirements as the Agency ‘s PIMS M&E/ICT tool, identify additional baseline requirements and identify new requirements for project specific pilots

2. Requirements Process: M&E working group reviews and validates requirements and makes recommendations for approval to the PIMS SC. Approved requirements are scheduled for implementation.

3. Enhancements for New Projects: PIMS Deputy Business Owner facilitates meetings with Country Programs to identify gaps in current functionality and requirements for new projects (forms, reports, number of devices needed, connectivity, GIS, power, language requirements, etc.).

4. Change Requests: After the baseline is approved and built any future project-specific requirements that impact that baseline will follow the standard GKIM CCB process.

5. Training and Support – GKIM, Global Service Desk and PIMS Deputy Business Owner

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Q&A

Questions?