User Manual
The HCM Console will help admins set up a campaign on the Digit HCM App. This will help an admin to reduce the campaign setup time which is about 15 days (without the console) to less than 3 days to less than 3 hours (with the console). Further, v0.1 of HCM Console will also aim at reducing the dependencies on the implementation team for setting up campaigns and campaign data on the DIGIT HCM app and provide this capability directly to the end user.
Key Features
Ability to set up a campaign with the following features:
Homepage with "Setup Campaign" and "My Campaign" CTAs
Campaign details page
Boundary details
Delivery details
Excel upload for targets, facility, and user data setup
Review and success screens
Ability to save campaigns as draft
User Role
Who can use HCM Console?
User Role
Scope of Action
Role Description
System Admin
National Level/District Level
The user will have all the data required for setting up a campaign and will be responsible for campaign setup on the DIGIT HCM app using the campaign data.
User Flow: Steps to Use HCM Console
You must first select the language before you can log in. Currently, 3 languages are supported for the HCM Console. They are:
English
Portuguese
French
Select the preferred language and click on 'Continue' to go to the login page.
(Note: Getting an account on HCM Console: The admin will have their account created by the implementation team and will be provided with a username and password to log in to the account.)
On the login page, add the "User Name", 'Password', and the 'City' you are working in to log in to HCM Console.
Once you log in, follow the steps shown below to set up a campaign using HCM Console or view the ones already set up:
Homepage (Setup Campaign and My Campaign): After logging in, you will see 2 actions you can perform on the homepage. You can click on “My Campaigns” or “Setup Campaigns”.
My Campaign:
If you click on “My Campaigns” you will see:
a. A list of all the campaigns that the admin has created until now for future dates, past dates, or current dates, including drafted campaigns. There can be 5 statuses in which a campaign can be in, which are:
Ongoing
Completed
Upcoming
Drafts
Failed
b. There will be 5 columns for each campaign:
Campaign Name
Campaign Type
Beneficiary Type
Campaign Start Date
Campaign End Date
If you click on the name of the campaign, you will be redirected to the summary page.
(Note: The admin can input a partial search on the "My Campaign" page where if the admin adds only the first 2 letters of a campaign, the results should show all the campaign names containing those 2 letters in the search bar. If the campaign is in draft, the admin can start editing from the review page. For completed and ongoing campaigns, the admin will have a view-only experience.)
Setup Campaign:
If you click on “Setup Campaign” you will see the basic Campaign Details page. There are 7 actions you can perform when you click on Setup Campaign:
Campaign Details
Boundary Details
Delivery Details
Target Details
Facility Details
User Details
Summary.
Each action and its steps are explained below:
1. Campaign Details
On the Campaign Details page, you will see a list of questions which you will have to answer:
Which is the type of campaign you want to run? (This is a mandatory field for moving to the next screen).
This question will allow you to select any one of the preloaded campaign types. If there are campaigns that are not there in the list, they will first need to be added from the backend with data that has been agreed upon by stakeholders. Based on the selected campaign, the following data will be prefilled in the next steps:
Beneficiary Type (Campaign details step)
Number of Cycles and Deliveries in each Cycle (Delivery step)
Product delivered in each delivery for each cycle based on the corresponding delivery parameters (Age, Weight, Height, Gender) (Rule Engine Step)
Once you select the campaign type, click on 'Next'.
What is the name of your campaign? (This is a mandatory field for moving to the next screen): The answer to this question will be used as the name of the campaign for the reference purpose of the user.
(Note: The campaign will automatically be saved as a draft once you provide a unique name for the campaign.)
Once you enter the "Name of the Campaign", click on 'Next'. You will move on to the Boundary Details page.
2. Boundary Details
This step will enable you to select the existing boundary data in the system. (This is a mandatory field for moving to the next screen). The boundary data will have to be set up in the system beforehand at the time of instance creation and the same boundary data should be reused by the user for all campaigns in a given instance.
(Note: If you have not selected boundaries, you will not be allowed to move on to the next steps. For example: If the boundary data is set up for Mozambique, the user will see the whole boundary mapping for Mozambique that is available on the system. If there is a need for change, we will provide the contact information for the L1 team to update the boundary and the L1 team will update the boundary data.)
The boundary selection for a campaign will happen through a mapped checkbox field as shown below. There is a drop-down-based selection for each level of the hierarchy:
(Note: If a given boundary is selected in one level of the hierarchy, the next level will show boundaries mapped to only the ones selected in the previous level. You will not be able to make any selection at a given level without selecting the boundaries in the level above. If you are creating a new boundary data by raising a request with the L1 team, the UI will have only the updated boundary hierarchy type.)
After you have selected the country, province, district, and post administrative, click on ‘Next’. This will take you to the Delivery Details page for the campaign.
3. Delivery Details
On the delivery details page, you will configure the following:
Campaign start and end dates
Number of cycles and number of deliveries in each cycle of the campaign
Configuring dates for each cycle
Configuring parameters for delivery rules
Configuring resources for delivery
Select the start date and end date of the campaign and click on ‘Next’.
(Note: The start and end dates of the campaign will define the window in which the campaign will remain active on the system and the users of the app will be allowed to login only during the selected campaign dates.)
You will come to the screen that shows the number of cycles and deliveries in each cycle of the campaign (These are mandatory fields for moving to the next screen): You will see the number of cycles and deliveries pre-configured based on the campaign type selected by the user in the first step. If you choose to increase or decrease the number of cycles, you can do so. The maximum number of cycles and deliveries can be up to 5.
Dates for each cycle (These dates are non-mandatory for moving to the next screen): You will add the start and end dates for each cycle. If you do not add these dates, you can still move to the next screen by clicking on 'Next'.
The next page is on Configure Conditions for Delivery:
Conditions for Individual-based Campaigns:
You will see all the conditions pre-configured for the selected individual-based campaign, but you can choose to change the conditions if needed.
Based on the number of cycles and deliveries in each cycle, you will see the exact number of tabs for cycles and deliveries. If you go back and reduce the number of cycles or deliveries, the last cycle/delivery will be deleted first and all the rules will also be deleted along with it.
Selecting Attributes: After this, you will have to configure conditions using the following attributes:
Age (in months)
Weight (in kgs)
Height (in cms)
Gender (Male or Female) - When this attribute is selected, you can only select “Equals To” in the operator field and the input field should be set to Male and Female only as a single dropdown selection.
If you want to configure a condition having multiple attributes, you can click on “Add More Attributes” which will open up the selector block again.
Selecting Operators: You can choose to select the following operators to set rules:
IN BETWEEN (if this is selected, you should see 2 input boxes for value)
GREATER THAN
GREATER THAN EQUAL TO
LESS THAN EQUAL TO
LESS THAN
IS EQUAL TO
Configuring Resources: Once you have selected all the attributes, operators, and values basis which the deliveries have to be made, you can click on configure resources which will open a pop-up that will have the following:
Product to be delivered
Count for each product - This is a numeric counter only and cannot be 0.
Add resources CTA to add multiple resources for the rule being configured.
Can’t find your product in the list? Add New Product as subtext.
The “Confirm Resources” button to confirm selected resources for a given rule.
If you are not able to find the product variant of your desired choice, you will be allowed to create a new product. If you click on “Can't fnd your product on the product list?”, you are redirected to a new tab where you will fill the following fields.
Product Name: Should be the name of the resource. (Alphanumeric with a limit of 100).
Product Type: Dropdown which can have the following options: Medicine, Bednet, Tonic.
Product Variant: Ideally this should have the grammage of the formulation (Alphanumeric with a limit of 100).
Once you have saved the new product by selecting “Confirm Addition of Products”, you will see a success message. You will also be redirected to the rule setting page, where you will see the new product added in the “Product to be Delivered" dropdown.
(Note: If the admin has added some products already (let’s say 4) and then plans on adding a new product to the list after he/she has added the new product(s) and gets redirected to the “Delivery Rules” page, the admin will still see the 4 products previously added in the pop-up.)
Conditions for Household-based Campaigns:
Currently, we only support LLIN bednet campaigns as a household-based campaign. In this case, the user will only have to configure 2 attributes:
Number of beneficiaries per bednet
Maximum number of bednets per household
(Note: The add new condition button for bednet campaigns will be disabled and will have only 2 attributes in the dropdown, that is, the number of beneficiaries per bednet, and the maximum number of bednets per household.)
Once you have set the delivery rules, and clicked on ‘Next’, you will move to the Target Details page.
4. Target Details
Here, you will set targets for the campaign by default at the lowest level of the hierarchy structure (This is a non-mandatory step for moving to the next screen). This will be achieved by an Excel upload as explained below:
To set targets, click on “Download Template” in the pop-up that appears as soon as you arrive on this screen. You will download the template having all the boundaries in the Excel with an empty column for setting targets.
(Note: Each campaign will have its own target setting template: For example, bednet campaign will have its own template, and SMC campaign will have its template.)
The first tab/sheet will be the “Read Me” tab and will have the information on how you can set the targets for each village selected in the boundary selection screen.
The district-wise sheets will have the following structure:
Target Data Template (Bednet Campaign)
Target Data Template (SMC Campaign)
(Note: All the villages in the Excel will be listed based on the district they belong to, with one tab for each district having a list of the villages under them. For example, if you have selected 20 districts, you will see 20 tabs (one for each district) having all the villages belonging to that particular district. Target numbers assigned for a given boundary are for the complete campaign and not just for each cycle.)
Once you have uploaded the targets, click on 'Next' to move to the Facility Details page.
5. Facility Details
Setting up the facility data will include downloading and uploading the list of facilities (This is a non-mandatory step for moving to the next page):
Case 1: Facility Data is not created in the system:
You will see a pop-up to download the Excel sheet.
The facility Excel file will be downloaded when you click on the ‘Download’ button. The template for the Excel is here.
The Excel will have 2 sheets: 1) List of Available Facilities, 2) List of Campaign Boundaries. The second sheet will have the list of campaign boundaries with boundary codes which you can copy to the first sheet to assign boundaries to facilities.
In the case where there is no facility data available in the facility registry , the “List of Available Facilities” sheet will have no data but will have 7 column headers to capture facility details which are:
When there is no facility data in the system, you need to add the Facility Name (must be unique), Facility Type (Warehouse/Health Facility), Facility Status (Temporary/Permanent), Capacity (Number input), Boundary Codes which are associated with a given facility and Facility Usage Status (Active/Inactive).
If a facility is associated with 2 or more boundaries, add all the boundary codes for that facility in the boundary code column separated by commas.
The entry of "Active" or "Inactive" in the column "Facility Usage" will decide if a given facility in the registry will be used in the campaign or not. If a facility is set to "active" the facility will be used in the campaign or else it will not.
Each facility can be assigned multiple facility types. If a given facility has multiple types, add each type separated by commas as shown here: Warehouse, Health Facility.
The facility will be created at the hierarchical level to which the boundary code is associated. The facility to boundary code mapping shows that the facility serves these boundaries and not that it is present there physically.
You can then upload the populated Excel sheet and move to the next step.
Case 2: Facility data exists in the system:
You will see a pop-up to download the Excel sheet.
The facility Excel file will be downloaded when you click on the ‘Download’ button. The template for the Excel is here.
The Excel will have 2 sheets: 1) List of Available Facilities, 2) List of Campaign Boundaries. The second sheet will have the list of campaign boundaries.
As there are facilities that already exist in the Facility Registry, the user will see this list of facilities in the "List of Available Facilities" sheet with all the columns in the sheet already prefilled.
The user can set an existing facility to 'Active' or 'Inactive' under the Facility Usage Status column without changing any other column inputs for the given facility based on whether the facility will be used in the campaign or not. Any existing facility being used in a campaign should be set to active, if it is not being used in the campaign it should be set to inactive.
When there is new facility data that needs to be added to the system, you need to add a new line item with the following columns filled out: Facility Name (must be unique), Facility Type (Warehouse/Health Facility), Facility Status (Temporary/Permanent), Capacity (Number input), Boundary Codes and Facility Usage Status (Active/Inactive).
Once you upload the Excel sheet, click on ‘Next’ to move to the User Details page.
6. User Details
(Note: This is a non-mandatory step for moving to next screen. The data for users will not be saved in the system and the system admin will have to keep uploading the information for users every time they create a new campaign.)
You will see a pop-up to download the Excel sheet on this page.
The Excel template will have 2 sheets: 1) Create List of Users, 2) List of Campaign Boundaries. The second sheet will have the list of campaign boundaries with boundary codes which you can copy to the first sheet to assign boundaries to users.
The link to the user data upload excel is here
The "Create List of Users” sheet will have the following column headers:
Create a line item for every user.
If there is a user who is mapped to multiple boundaries, the system admin will have to add the boundary codes to all the boundaries that the user is mapped to by separating them by commas.
You must enter all columns in the given sheet as shown above, where all columns are mandatory. The username and password for each user added as a separate line item will be generated at the time when the campaign is successfully created.
The user credentials will be created and available for download as an Excel file on the campaign details page with all the columns filled by the user and the username and credentials for each user.
Once you have uploaded the user data, click on 'Next' to go to the Summary page.
7. Summary
Once all details have been added and saved, you can see the information collected in all the previous steps on the summary page. You can click on the files attached in each step and see the preview of the file attached. You can also edit any one of those sections.
You can edit a campaign's start date if it has passed but the campaign is in the draft stage. If the campaign is created, the dates can only be changed if the campaign start date has not passed.
Once you are satisfied with all the information, click on “Create Campaign”. The success screen will show that the campaign data has been captured successfully. It will take some time to create the campaign on the system, including the user credentials.
You can click on “Go to My Campaigns” where you can view the campaign in the ‘Upcoming’ tab and click on it.
Once you click on the campaign, you will see the summary page where the user credentials can be downloaded.
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