The SAVIX MIS Setup and use

4 Data entry

4.1 Group level data entry

Group-level data entry: General

• There are 5 types of data that can be entered into the MIS

• 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.

• 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

• 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.

• 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.)

• 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.

• The DEO can only:

• add trainers and render them active or inactive• create groups • enter and edit data• delete groups • prepare and print reports

• The Project Administrator can:• do all of the above• change the Configuration settings

• 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,

• 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

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).

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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 co-ordinates (Latitude and Longitude).

GPS data are optional, but can be used to create a Google map of all groups in a project.

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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).

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)).

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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.´

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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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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.

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.

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Group-level data entry 6a: Entering main Dataset (1 0f 2)

This screen shows the first 10 data fields for the main Dataset.

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.

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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).

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 end-of cycle performance, to see how this may be changing.

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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.

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.

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).

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Group-level data entry 8a: Single group registered on the system

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.

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Group-level data entry 8b: Multiple groups registered on the system

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.

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Group-level data entry 9: Single dataset stored under single group name

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.

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Group-level data entry 9b: Multiple datasets stored under a single group name

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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