COLLECTING FIELD DATA USING
SMARTPHONE APPLICATIONS
Cody Winn
East Africa Coffee Initiative
July 2011
EXECUTIVE SUMMARY
Within the TNS East Africa CI, lots of types of data are collected out in the field.
The information is either written on paper with re-entry later on a PC, which is
inefficient, or via formatted SMS, which is difficult to learn and error-prone. The
required resources and travel are also a significant cost center.
A potential project to improve these issues is to create smartphone applications
to collect data and use for informative purposes. Smartphones can improve
efficiency and accuracy of data entry and can automatically transmit data overthe-air into the database.
This presentation contains general information to help guide a smartphone
deployment plan for TNS-CI.
CONTENTS
 General info about smartphone app deployments
 Hardware and power options
 TNS smartphone action plan
 TNS candidate projects
 Initial project candidate – replace SMS Bookkeeping
Appendix A – Additional Resources
Appendix B – other TNS project candidates
BENEFITS OF DATA COLLECTION VIA SMARTPHONE APP
More efficient and accurate data
Simplify process and eliminate duplicate entry
Dynamically guide user through numerous pages and fields
Immediate error checking
One click transmission to database
Immediate calculations
Show results to people in field immediately
Generate automated reports (eg: action plans)
Multimedia capabilities
Take photos and include with reports
Show training videos to people in field
Scale-up potential
Add new functionality as needed
Apps for different projects can interact, share data
RISKS OF APP DEVELOPMENT PROJECTS
Cost
Device purchases and import, vendor development, training
Warranty and/or replacement and maintenance
Quantifying improvements to justify project cost
Logistics
Importing devices into countries
Training data collectors on a new workflow and new technology
Users without internet access may have delays uploading data
Hardware and software ongoing maintenance and support
Sustainability
Long-term funding for devices and required new development
Training and project ownership post-Technoserve
GENERAL IMPLEMENTATION STEPS
1. Finalize the data needed and back-end
Create data models
Web data entry form to update data manually
Expose APIs to load data into the database
2. Development
Create long-term budget and operational support plan
Determine device OS / app platform, and data transfer protocol
Purchase devices and develop application and data transmission
3. Training and deployment
Test entire workflow with one sample data collection
Train users to collect data on paper first, and then to enter into web form (to
ensure understanding of data model and context)
Train users on device use and OTA transmission
Train users to use app
ANDROID HARDWARE OPTIONS *
* As of June 2011
Android has many benefits
Cost going down, many device options, robust open-source tech (ODK, JavaRosa) + dev community
and case studies, ease of development, device portability, long-term survival & evolution of platform
Android phones have been used in many NGO deployments
Older phones like MyTouch 3G, Sony Ericsson Xperia x8 have successfully case studies. Can be
bought cheaply now but only by resellers (replacement difficult)
New phones at lower cost coming all the time - Huawei Ideos $100 new in Kenya and being piloted by
Grameen Uganda with very good early results
“Rugged” options if needed, such as Motorola Defy (~$400)
Tablets not ideal yet but may be in future
Hybrid phone/tablet like Dell Streak, 5” screen, unlocked GSM, $449
Dirt cheap tablets like 8-inch Archos Arnova, $150 (but questionable usability/durability)
Things to consider
Do we need ruggedness?
Physical keyboard or touch screen will be easier for text input?
Do we need SIM cards, or can sync be done direct to a PC?
English-only acceptable, or Kinyarwanda needed?
Is any security or encryption needed?
POWER / CHARGING OPTIONS
Existing chargers at wetmills insufficient
Generators unreliable
d.light solar charger is not powerful enough
Solar panel + battery products
Many companies creating products designed for rural use, but mostly for lights
Solar products may not be powerful enough to keep an Android phone charged
Sample products: Trony Sundial, PowerCurve, Greenlight Planet Sun King Pro
Need to do field tests to evaluate performance
Power storage products
Battery can store power coming from solar, stationary bicycle, or grid
Fenix ReadySet deployed by Grameen Uganda and happy with performance so far
Expensive ($150) but optimizes battery efficiency
Bicycle powering a battery
Significantly more powerful than solar
Co-ops previously expressed no interest but could be a more efficient option
TNS ACTION PLAN
1. Decide initial project
Proposal: replace SMS Bookkeeping
2. Approve budget
Hardware cost
Development of software and data transfer protocol
3. Make key decisions
Vendor to work with
OS and hardware (Proposal: ODKCollect client app on Android phones)
Write product spec and implementation plan
4. Development and deployment
Ensure database and web form is sufficient for new workflow
Build app with straightforward data entry UI
API into existing database and XForms to transmit data
Train users to use the application and upload the data
TNS-CI PROJECT CANDIDATES (SHORT-TERM)
Wetmill bookkeeping and Transparency Sheets
User: Wetmill accountant
SMS Bookkeeping is live but has many problems due to SMS limitations
Data model and database APIs are ready
Transparency Sheet users requesting better data
Sustainability Scorecard audits
User: Wetmill BAs
Back end and data entry webpage will be finished
Will make it easy to capture photos and notes
BAs can show photos or videos to address problems
Wetmill Weekly Scorecard reports
User: Wetmill BAs
Data input can be done at wet mill (instead of later)
YTD performance and other reports can be run immediately
TNS-CI PROJECT CANDIDATES (LONGER-TERM)
Wetmill BA task and site visit management
User: Wetmill BAs
Will enable BAs to be more efficient with time and productive in visits
TNS can optimize BA program and address inefficiencies
Agronomy program management
User: Agronomy BAs & Farmer Trainers
Lots of paper data collection
Will increase accuracy by maintaining farmer database on device
Immediate registration of new farmers
BAs can show videos to assist farmer trainings
Wetmill operation management
User: Wetmill managers
SOPs, FAQs, and videos loaded on device for reference
Enter specifics of wetmill to generate customized instructions
PROJECT: REPLACE WETMILL SMS BOOKKEEPING *
* Implementation of other
projects is described in
Appendix B
Data collected
Cherry volumes, finances, movement of parchment inventory – all fields from the
financial Transparency Sheets
Optional advanced version to track deliveries per site collector
Benefits
Improved external data: SMS was too inaccurate to be usable by financiers and
roasters, even as interest in the data is increasing
Bookkeeping assistance: app will help accountant keep books in order
BA efficiency: wetmills can be more self-sufficient
Product details
Guide user through submitting 4 reports based from SMS Bookkeeping messages
and the paper books – Cherry Delivery (daily), Parchment Store (weekly), Cash
Ledger (weekly), Parchment Shipment (as needed)
Show helpful calculations and reports immediately (Cash Balance, etc)
Reminders, troubleshooting steps if reports aren’t matching books
APPENDIX A - USEFUL RESOURCES
Technology options
Great overview of the process required to set up a mobile data collection system:
http://mobileactive.org/howtos/mobile-phones-data-collection
Exhaustive list/analysis of mobile data collection tech options:
http://www.mobileactive.org/comparing-mobile-data-collection-tools-followup
Open Data Kit (ODK)
Open-source tools to build a data collection form, collect the data on a mobile device, and
upload the data to a server
http://opendatakit.org/
ODK training guides for the field data collectors:
http://code.google.com/p/opendatakit/wiki/TrainingGuide
ODK for Android documentation:
http://code.google.com/p/opendatakit/wiki/FrequentlyAskedQuestions
Other Similar Projects Worldwide
Great case study / learnings from implementing ODK/Android:
http://ekumpel.wordpress.com/2011/02/13/135/
Grameen AppLab Uganda, heavily using ODK/Android:
http://www.grameenfoundation.applab.org/ckw/section/ckw-technology
APPENDIX B – OTHER TNS-CI PROJECT CANDIDATES
See following 6 slides
PROJECT: AUTOMATE SUSTAINABILITY SCORECARDS *
Data collected
* Implementation of
other projects described
in Appendix C
Scores for 60+ best practices, collected at the wetmill
Scores for 14 farmer-level best practices, collected at multiple farms
Notes and photos as additional documentation
Benefits
BA efficiency: data won’t need to be re-entered on computer
Immediate reports: BA can show the wetmill their results immediately
Multimedia: BAs can play videos for wetmill staff to address problems
Good first step toward enabling sustainability and wetmill management throughout
the year on devices
Product details
Simple data entry page to enter scorecard scores, both at wetmill and at farms
Options to add text notes and photos for each attribute
Immediate generation of the scorecard results for BA to show to the wetmill
SAMPLE TIMELINE –SUSTAINABILITY SCORECARDS
Build initial data model (external audit)
Create w eb entry form (external audit)
Sustainability w orkflow finalized
Enhance data model for internal audits
Enhance w eb entry form for internal audits
Purchase test hardw are
Develop Android app + xForms
Enable data syncing into database
Test entire w orkflow
Purchase hardw are
Write new BA processes
Train BAs on new w orkflow (w /o devices)
Finalize app and w eb interface
Train BAs on Android app collection
Train BAs on data sync into database
Deployment in field
N
ob
ct
ob
ct
11
rbe
1
-1
er
11
rbe
11
rbe
11
11
1
-1
er
em
em
ov
O
O
pt
Se
em
tus
ug
tus
ug
pt
Se
A
A
1
-1
ly
Ju
11
e-
11
e-
1
-1
ly
Ju
n
Ju
n
Ju
PROJECT: AGRONOMY PROGRAM MANAGEMENT
Data collected
Farmer registry and attendance at trainings
For various subsets of farmers
best practices adoption
performance and yield
income and expenses
Benefits
Efficiency: lots of data is collected on paper, then re-entered
No errors: find and match the right farmer immediately
Advanced logic: register new farmers immediately and generate a farmer ID
Multimedia: BAs could show videos on the device as part of training
Product details
Full farmer database stored locally on the device
Lookup by farmer name to mark attendance, add personal info
Forms to enter data being collected for subsets of farmers
Register a new farmer and generate an ID
Cost consideration
Collection done by farmer trainers (~60), not just BAs
PROJECT: WETMILL WEEKLY SCORECARDS
Data collected
* Note: BA weekly scorecards will become
unnecessary if Wetmill Bookkeeping app is
deployed and data is accurate
Cherry volume, cash paid, parchment, etc for the wet mill for the week
Some YTD cumulative data
Benefits
BA efficiency: lots of data is collected on paper, then re-entered
Accurate data: input done while at wetmill
Advanced calculations: YTD totals, comparison to targets and vs other wetmills
Product details
Simple data entry page to input weekly scorecard fields
Immediate generation of a status report for BA to show to the wetmill
PROJECT: WETMILL BA TASK AND SITE MANAGEMENT
Data collected
BA wetmill visits, time spent and tasks completed
Tracking tools to monitor each wetmill’s issues
Benefits
Site visit optimization: BAs maintain wetmill-related task list on device, so visits are
planned properly and multiple tasks can be completed
Savings: TNS can analyze BA time use and make program improvements
Learnings: TNS can create guidelines to transfer to CSPs, government boards
Product details
BAs “check in” to report wetmill visits
Task list and current status for each wetmill
All resources BAs may need (SOPs, best practices, videos, FAQs) on device
In future, additional info can be retrieved automatically by app (call center history,
external audit results, etc)
Links to apps that manage specific projects (Sustainability Scorecards, Weekly
Scorecards)
PROJECT: WETMILL SELF MANAGEMENT
Data collected
Volume and quality (external reporting)
Information needed for internal management
Much more as wetmills become more self-sufficient
Benefits
Savings: enable wetmill self-sufficiency and reduce BA visits
Revenue: improve quality of processing and thus coffee
TNS strategy: build a product that can be offered in other countries
Product details
Resources for wetmill processing (SOPs, best practices, videos, FAQs)
Customized recommendations based on volume, location, financial situation,
problems, etc
Tools to manage cherry volumes, inventory, profit management and re-investment,
farmer lists, etc