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
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End-to-End M&E Capabilities
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Project Definition
Automated Data Collection
SMS Reminders
Beneficiaries
Project Team
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Processes: ProPack, PIMS
Project Definition & SMILER
Tools: M&E Forms by
subject & Start-up Kit
Data Analysis &
Decision Making
Selected Project
M&E Forms
Facilities &
Infrastructure
Field Agent /
Community Worker
Services
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Mobile Data
Store
Data Validation
& Storage
Data updates via
Web Interface
M&E Managers /
Project Staff
Stakeholders
M&E Detailed &
Aggregate Data
Data for planning,
decision making and
adaptive management
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Data Dissemination
SharePoint Portal
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Raw/Aggregated Data
from Paper Based Forms
Data Representation
M&E Reports
M&E Dashboards
GIS Depiction
Technology Components
Devices
Software
Data Management
Reporting
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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
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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.
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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.
* Part of a future release
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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.
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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
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M&E EARO Pilot – Existing Forms
16 Baseline Forms – Deployed as of January ‘13
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Form Identification Process
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:
Identified Indicators,
attributes, form and
report needs
SMILER Workshop
M&E Form Library
Project Changes
Fit Gap Analysis
1. Forms to be re-used
2. Forms to be updated
3. New Forms
Project-specific Forms Changes to SQL DB
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What Was Reviewed
A number mobile devices were assessed:
– Android devices
– iOS devices
– Notebooks
A wide range of software solutions were evaluated:
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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:
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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:
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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:
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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
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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
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SMS Platform:
– Data collection on feature and smart phones
– SMS communications with bulk phonebooks
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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
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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
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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 devices
Access 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
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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
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.
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.).
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.
Training and Support – GKIM, Global Service Desk and PIMS Deputy
Business Owner
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Q&A
Questions?
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